Accessing the Archive with the Microsoft Outlook App integration

The Outlook App allows access to the archive via the new Outlook. This allows important functions such as searching and viewing archived emails to be performed without switching programs.

Prerequisites for using the Outlook App integration

• Outlook from the Microsoft 365 Apps for Enterprises package is required.
• Outlook must be connected to a Microsoft 365 account.
• The MailStore Outlook App must have been published by an administrator in the tenant's Outlook App Store.

Accessing the Outlook app

• The MailStore Outlook app can be accessed via the app store integrated in Outlook.
• The MailStore Outlook app can be pinned to the Outlook sidebar for quick access.
• The user name of the user currently logged in to Outlook is automatically determined and entered in the corresponding field. If you want to log in to the archive with a different user, change the name.
• Click on Next.

MailStore Server now determines how the user is to be authenticated.

• If MailStore Server is able to verify the user's credentials itself, the password dialog appears. Enter the password into the Password field and click on Log in.
• If Multi-factor Authentication has been enabled, and the current device is not trusted, the user has to enter an MFA code.
• If the user authenticates against Microsoft 365, Google Workspace or Active Directory Federation Services (AD FS), a new browser window or tab will be opened to allow authentication through Microsoft's, Google's or the AD FS's authentication service. After authenticating successfully, the window or tab can be closed.

Search Archive

Searching for Word Fragments

To display all emails containing a word with a particular fragment, use the wildcard character (*). For example:

auto*

will return emails with auto, automatic, automobile etc.

*example.com

will return emails with all email addresses and domains of example.com.

firstname.lastname*

will return emails with all email addresses of firstname.lastname.

Searching for Words with unknown letters

To view all emails containing a word where you do not know how to spell it correctly, you can use the question mark (?). For example

Me?er

would find emails with Meier and Meyer, but not Maier.

The question mark (?) cannot be used at the beginning of a word or at the end of a word, use the wildcard character (*) instead.

Searching for Phrases

To search for words appearing consecutively and in a specific order, use quotation marks (""). For example:

"Microsoft Windows"

will return the text Microsoft Windows but not Microsoft Works or Windows 95.

Phrases cannot contain the wildcard characters (?) and (*).

Narrowing by Fields

A search for keywords or phrases can be limited to specific fields. For example:

subject:News                  only in Subject
from:[email protected]         only in From
to:[email protected]        only in To
cc:[email protected]           only in Cc
bcc:[email protected]     only in Bcc
bcontent:billing              only in Body of message
acontent:billing              only in Attachments of message

Searching for Alternatives

Use square brackets [] to search for alternative words. Example:

[Support Request Form]

finds emails that contain the word support or the word request or the word form or any combination of these.

[from:[email protected] subject:important "very important"]

finds emails that come from [email protected] or have the word important in the subject or contain the phrase very important anywhere in the email.

Excluding Words

To narrow a search, you may want to specify words which must not be present in the emails. To exclude words from the search results, prepend the word with the minus character (-). For example:

ZDNet -download-tip

returns all emails from ZDNet which do not contain download-tip.

ZDNet -download-tip -"free gift"

returns all emails from ZDNet which do not contain download-tip and do not contain the phrase free gift.

Exclusions cannot be used in alternatives, so

[Microsoft Windows -Powerpoint]

is not valid, but

[Microsoft Windows] -Powerpoint

is valid and will find emails that contain Microsoft or Windows but not the word Powerpoint.

Valid is also

-[Microsoft Windows Powerpoint]

which returns all emails that do not contain any of the words Microsoft, Windows or Powerpoint.

Combining Search Options

Any of the search options described above can be combined. For example:

ZDNET -"Daily Update"

returns all emails from ZDNet which do not contain the consecutive words Daily Update.

from:ZDNET bcontent:ACME

returns all emails from ZDNET which have ACME somewhere in their message body.

from:[email protected] acontent:bill

returns all emails from [email protected] which have bill in any attachment.

to:[email protected] -sales

returns all emails to [email protected] which do not have sales in any part of the email.

[from:[email protected] from:[email protected]] acontent:Invoice -subject:Reminder

finds all emails from [email protected] or [email protected] that have Invoice in an attachment but no Reminder in the subject.

[from:[email protected] from:[email protected]] [bill admonition] -[to:[email protected] cc:[email protected] bcc:[email protected]]

returns all emails from [email protected] or [email protected] that do have bill or admonition anywhere and are not sent to [email protected].

from:[email protected] to:[email protected] acontent:bill -subject:admonition

returns all message from [email protected] to [email protected] which have bill in any attachment but do not have admonition in the subject.

Search Criteria

The following options are available:

Scope

• Subject - The subject line of the email is searched.
• Sender/Recipient - The fields "From", "To", "Cc", and "Bcc" are searched.
• Message body - The text-only or HTML sections of the email are searched (depending on availability).
• Attachments File Names - The file names of the email attachments are searched.
• Attachment Contents - The contents of the email attachments are searched. If and to what extent attachments can be searched depends on the indexing options specified (under Administrative Tools).

Folder

The folder to be searched can be selected here. By default, all folders readable by the current user are selected.

• Include subfolder - If selected, not only the selected folder (e.g. Inbox) is searched, but also all subfolders created therein (e.g. Inbox / Projects 2008 / Profit Optimization).

From

Any keywords or email addresses entered here are searched for within the email's sender field only.

Phrases and wildcard searches are supported in this field.

To/Cc/Bcc

Any keywords or email addresses entered here are searched for within the email's recipient fields only.

Phrases and wildcard searches are supported in this field.

Date

The time frame the search is to cover can be selected here. Either a predefined range, such as Yesterday or This year, can be selected or, by choosing Custom, a specific period can be specified manually. In this case, the start and end dates will be included.

Size

By default, all messages are searched regardless of their size. Use the appropriate fields provided to limit the search according to the size of the emails, e.g. at least 5 MB or between 400 and 600 KB.

Attachments

By default, all messages are searched, regardless of whether or not they have any file attachments. Clear one of the check boxes to remove certain emails, such as those without attachments, from the results.

Important: These searches can be imprecise at times because items like background pictures could be regarded as attachments.

Priority

Emails are searched according to the priority level of the email as assigned by the sender. When choosing Low, all emails with a priority level lower than Normal are returned, when choosing High, all emails with a priority level higher than Normal are returned. Emails not containing any information regarding priority are assumed to have a priority level of Normal.

About Special Characters

Words inside indexed emails or attachments which are a combination of alphanumeric (letters, digits) and non-alphanumeric characters (white space, line break, delimiter or other control characters), may be returned in search results when searching for the alphanumerical part only.

For instance, when searching for firstname, firstname.lastname and lastname, e-mails containing the word firstname.lastname will be returned.

Separators and control characters that cause this behavior:

• Period (.)
• Comma (,)
• Semicolon (;)
• Hyphen (-)
• Underscore (_)
• AT-Sign (@)
• Slash & Backslash (/,\)
• Null character (NUL)

When the original text was divided by a different character, e.g. firstname(lastname, then only the full term is present in the index and one has to know the full term or has to use the wildcard character (*) to find emails containing that text.

Special characters at the beginning and the end of text are stripped and not present in the search index. It cannot be searched for these characters.

Browse Archive

The folder My Archive contains all emails that were archived from your mailboxes. If you have read-access to the archives of other users, their emails are located in the folders labeled Archive of <user name>.

To list the emails of a specific folder, simply click on the folder name.

Email Preview

The email preview displays a message with its original formatting. For security reasons, contents and images that are referenced externally will be downloaded and displayed only upon request.

Open Email in Email Application

The toolbar item Open provides access to the functions Open as MSG and Open as EML. This allows users to open the displayed message in an external email application such as Microsoft Outlook (MSG), Mozilla Thunderbird (EML) or other. These may be used to answer or forward archived emails.

Restore Email

The toolbar item Restore allows to send the displayed message to an arbitrary email address.

Please note: Before this function can be used preparations have to be done by an administrator. Please refer to SMTP Settings for more information.

Print Email

The toolbar item Print allows users to print the displayed message.

Show Internet Headers

The toolbar item Internet Headers shows the internet headers of the displayed message as well as all MIME parts.

User Menu

Settings

By default, the Outlook App uses the same regional settings as the user's Outlook. The regional settings can also be specified manually in the settings dialog.

Help

Open this online help website.

About

Displays legal information such as Licensing Terms and Conditions, 3rd Party Licenses, and Privacy Policy.

Change Password

The user can change the MailStore password. If the password policy, which is enabled by default, is active, the password must meet the complexity rules. This item is only shown if the user has the Change Password privilege and is not authenticated against an external directory service.

Sign out

Signs the current user out.