Difference between revisions of "Accessing the Archive with MailStore Web Access"

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MailStore Web Access makes the archive accessible through an internet browser. This way, important functions such as browsing and viewing archived emails can be made available under any system and without having to install additional software. An installation of MailStore Client on the user computers is not required. A manual specifically for the iPhone/iPod touch version is available in chapter [[Accessing the Archive with iPhone and iPod touch]].
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The responsive Web Access makes the archive accessible through any current internet browser on any device. This way, important functions such as browsing and viewing archived messages can be made available without having to install additional software.
  
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== Requirements for Using MailStore Web Access ==
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== Requirements for Using Web Access ==
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Activation and configuration of MailStore Web Access is done in the [[MailStore Server Service Configuration]]. A list of supported internet browsers can be found in the [[System_Requirements#MailStore_Web_Access|System Requirements]].
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* A list of supported internet browsers can be found in the [[System_Requirements#MailStore_Web_Access|System Requirements]].
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* In order to use the ''Restore to Mailbox'' feature an administrator needs to configure the SMTP settings under ''Administrative Tools > Miscellaneous > SMTP Settings'' first.
  
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In order to use the ''Restore to Mailbox'' feature, a MailStore administrator needs to configure the SMTP settings under ''Administrative Tools'' > ''Miscellaneous'' > '' SMTP Settings'' first.
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== Accessing Web Access ==
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Unless configured differently, users can access MailStore Web Access through this URL:
  
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== Accessing MailStore Web Access ==
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  https://<fqdn>:8462
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Unless MailStore Server was configured differently, users can use the following internet addresses to access MailStore Web Access:
 
  
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<pre>
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Please replace <fqdn> with the fully qualified domain name of the MailStore Server computer, e.g. <tt>mailstore.example.com</tt>.
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http://<servername>:8461
 
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https://<servername>:8462
 
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</pre>
 
  
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Please replace <servername> with the actual name of the server on which MailStore Server is installed.
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To log in to the Web Access, fill out the ''User Name'' field and click ''Next''.
  
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[[File:accs_web_01.png|center|350px]]
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MailStore Server now determines how the user is to be authenticated.
  
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To login to MailStore Web Access, fill out the ''User Name'' and ''Password'' fields and click ''Log on''. Please note, that the username must match the MailStore username of the appropriate user.
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* 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''.
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* If the user has been synchronized from Microsoft 365 or Google G Suite, the web browser will be redirected to allow authentication through Microsoft's or Google's authentication service.
  
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'''Notice:''' If you are using Active Directory integration with MailStore Server, the Microsoft Internet Explorer may be able to authenticate users via Single-Sign-On (Login without username and password).
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== Search Archive ==
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{{ Search }}
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== Browse Archive ==
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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>''.
  
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== Search by Archive Folder ==
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To list the emails of a specific folder, simply click on the folder name.
  
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=== User Archives ===
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== Email Preview ==
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The folder ''My Archive'' contains all emails that were archived from your mailboxes. If you have read-access to the archives of additional users, their emails are located in the folders labeled ''Archive of <user name>''.
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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.
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=== Display of Emails in a Folder ===
 
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To view the emails of a specific folder, simply click on the folder name. The emails are listed below the tree structure.
 
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== Quick Search ==
 
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With quick search you can browse all emails located in the archives you have access to. This feature is especially suitable for simple queries; alternatively, the extended search can be used (see below).
 
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=== Using Quick Search ===
 
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The input field is located in the upper part of MailStore Web Access. Simply enter one or more keywords and press ''ENTER''. The search results are displayed. Keywords which appear in the header or the subject line are highlighted.
 
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=== Searching for Word Fragments ===
 
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To display all emails containing a word beginning with a particular fragment, use the wildcard character (*). For example:
 
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auto*
 
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will return ''auto'', ''automatic'', ''automobile'' etc. 
 
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=== Searching for Words with unknown letters ===
 
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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
 
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"ho?se"
 
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would locate ''house'' and ''horse''.
 
  
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=== Searching for Phrases ===
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=== Open Email in Email Application ===
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To search for words appearing consecutively and in a specific order, use quotation marks (""). For example:
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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.
  
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"Microsoft Windows"
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=== Restore Email ===
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The toolbar item ''Restore'' allows to send the displayed message to an arbitrary email address.
  
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will return the text ''Microsoft Windows'' but not ''Microsoft Works'' or ''Windows 95''.
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'''Please note:''' Before this function can be used preparations have to be done by an administrator. Please refer to [[SMTP Settings]] for more information.
  
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=== Narrowing by Fields ===
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=== Print Email ===
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A search for keywords or phrases can be limited to specific fields. For example:
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The toolbar item ''Print'' allows users to print the displayed message.
  
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subject:News                  only in ''Subject''
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=== Show Internet Headers ===
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from:[email protected]      only in ''From''
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The toolbar item ''Internet Headers'' shows the internet headers of the displayed message as well as all MIME parts.
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to:[email protected]      only in ''To''
 
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cc:[email protected]        only in ''Cc''
 
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bcc:[email protected]  only in ''Bcc''
 
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=== Excluding Words ===
 
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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: 
 
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ZDNet -download-tip
 
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returns all emails from ZDNet which do not contain ''download-tip''.
 
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=== Combining Search Options ===
 
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Any of the search options described above can be combined. For example:
 
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ZDNET -"Daily Update"
 
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returns all emails from ZDNet which do not contain the consecutive words ''Daily Update''.
 
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== Advanced Search ==
 
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With MailStore's integrated extended search, complex queries can be executed which may not only refer to the email content but also parameters such as the date or the email size.
 
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=== Using the Advanced Search ===
 
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In the upper part of the MailStore Web Access, click on ''Advanced Search'' and enter the search parameters. The criteria are ''AND''-connected, i.e. the search returns only those emails satisfying all criteria. Click on ''Search'' to start the search.
 
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[[File:WebAdvancedSearch.png|center|450px]]
 
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==== Search Criteria under "Extended Search" ====
 
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Enter a keyword or phrase into the text field, and specify where MailStore is to direct the search.The following options are available:
 
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*'''Subject''' - The subject line of the email is searched.
 
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*'''Sender/Recipient''' - The fields "From", "To", "Cc", and "Bcc" are searched.
 
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*'''Message body''' - The text-only or HTML sections of the email are searched (depending on availability).
 
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*'''Attachments File Names''' - The file names of the email attachments are searched.
 
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*'''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'').
 
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In the textfield ''Search for'', all options described in section Quick Search, such as phrases and wildcards, are available here as well.
 
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==== Search Criteria under "General" ====
 
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Under ''General'', the following options are available:
 
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*'''Folder''' - The folder to be searched by MailStore can be selected here. By default, this is the main folder of the current user. By clicking the button to the right of the text field, folders can also be selected using the folder structure. As administrator, the folders of all users can be searched.
 
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*'''Include subfolder''' - If selected, MailStore not only searches the selected folder (e.g. ''Inbox''), but all subfolders created therein (e.g. ''Inbox / Projects 2008 / Profit Optimization'') as well.
 
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*'''From''' - Any keywords or email addresses entered here are searched for only within the email's sender field.
 
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*'''To/Cc/Bcc''' - Any keywords or email addresses entered here are searched for only within the email's recipient fields.
 
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*'''Date''' - The timeframe 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.
 
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In the fields ''From'' and ''To/Cc/Bcc'', all options, such as phrases and wildcards, described in section Quick Search are available.
 
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==== Search Criteria under "Extended" ====
 
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Under ''Advanced'', the following options are available:
 
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* '''Messages with/without 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.
 
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*: '''Important:''' These searches can be imprecise at times because items like background pictures could be regarded as attachments.
 
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* '''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''.
 
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* '''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''.
 
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=== Starting a Search ===
 
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Click on ''Search'' to start the search. The results are displayed in a list.
 
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=== Refining the Search Results ===
 
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To narrow the results after a search has been executed, click on ''Advanced Search'' again, enter additional search criteria and click on ''Search''.
 
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=== Starting a New Search ===
 
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To start a new search, click on ''New Query''. All search criteria will be reset to their default values (i.e. no restrictions; the search covers all folders of the current user).
 
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=== Saving a Search ===
 
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Search criteria that are used repeatedly (such as "all receipts from the last month") can be saved and reused at any time. Click on ''Save As...'' and choose a meaningful name for the search. Click on ''Open'' to access, edit or restart the search.
 
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=== About Special Characters ===
 
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{{Search - About Special Characters}}
 
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== Email Preview ==
 
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To view an email which was returned by one of the search functions described above, simply click on it. A preview of the email is displayed on the right side of the screen.
 
  
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Please keep in mind that images and any formatting will not be displayed in the preview for security reasons. Emails cannot be forwarded or replied to within the preview, either.
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== User Menu ==
  
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=== Opening Email in Email Application ===
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=== Settings ===
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In the toolbar above the email preview, two buttons are available: ''Open in Microsoft Outlook (MSG)'' and ''Open in Email Client (EML)''. These may be used for instance to answer or forward archived emails. Additionally styles and graphics of HTML emails can be displayed this way.  
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By default the Web Access uses the same regional settings as the user's web browser. The regional settings can also be specified manually in the Web Access' settings dialog.
  
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=== Restoring Email ===
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=== Help ===
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In the toolbar above the email preview you can find the function ''Restore to Mailbox''. By using that function, you can send the currently displayed message to an arbitrary email address in order to restore the message from the archive. Before you can use that function, preparations have to be done by a MailStore administrator. Please see [[MailStore Server Service Configuration]] for more information.
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Open this online help website.
  
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== Printing the Displayed Email ==
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=== About ===
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In the toolbar above the email preview you can find the function ''Print''. By using that function, you can print the displayed message including the message headers.
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Displays legal information such as ''Licensing Terms and Conditions'', ''3rd Party Licenses'', and ''Privacy Policy''.  
  
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== Internet Headers ==
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=== Change Password===
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In the toolbar above the email preview click on ''Internet Headers...'' to display the internet headers of the current message as well as all MIME parts.
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The user can change the MailStore password. If the password policy, which is enabled by default, is active, the password must meet the [[Notes_on_Password_Complexity|complexity rules]].
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This item is only shown if the user has the ''Change Password'' privilege and is not authenticated against an external directory service.
  
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== Changing Regional Settings ==
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=== Sign out ===
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Be default the MailStore Web Access uses the same regional settings as your web browser. The regional settings can also be set manually in the MailStore Web Access settings dialog.
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Signs the current user out of the Web Access.
  
 
[[de:Zugriff_über_MailStore_Web_Access]]
 
[[de:Zugriff_über_MailStore_Web_Access]]
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[[en:Archive with MailStore Web Access]]
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[[en:Accessing_the_Archive_with_MailStore_Web_Access]]

Revision as of 10:13, 22 June 2020

The responsive Web Access makes the archive accessible through any current internet browser on any device. This way, important functions such as browsing and viewing archived messages can be made available without having to install additional software.

Requirements for Using Web Access

  • A list of supported internet browsers can be found in the System Requirements.
  • In order to use the Restore to Mailbox feature an administrator needs to configure the SMTP settings under Administrative Tools > Miscellaneous > SMTP Settings first.

Accessing Web Access

Unless configured differently, users can access MailStore Web Access through this URL: 

 https://<fqdn>:8462

Please replace <fqdn> with the fully qualified domain name of the MailStore Server computer, e.g. mailstore.example.com.

To log in to the Web Access, fill out the User Name field and click 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 the user has been synchronized from Microsoft 365 or Google G Suite, the web browser will be redirected to allow authentication through Microsoft's or Google's authentication service.

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 auto, automatic, automobile etc. 

*example.com

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

firstname.lastname*

will return 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 locate 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.

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

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.

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] 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.

Commonly occurring characters are:

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

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 Web Access uses the same regional settings as the user's web browser. The regional settings can also be specified manually in the Web Access' 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 of the Web Access.

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