Accessing the Archive with MailStore Web Access

Revision as of 13:11, 6 September 2017 by Dweuthen (talk | contribs)

Please note: This site describes the new responsive Web Access available since 10.2. Please refer to MailStore Web Access (Legacy) for information about the previous Web Access.

The responsive Web Access makes the archive accessible through any recent internet browsers 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

Activation and configuration of Web Access is done in the MailStore Server Service Configuration. 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

For security reasons, Web Access is only available through HTTPS. Unless configured differently, users can use the following internet addresses to access Web Access:


Please replace <servername> with the actual name of the server.

To login to Web Access, fill out the Username and Password fields and click Sign in.

Search Archive

Searching for Word Fragments

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


will return auto, automatic, automobile etc.


will return all email addresses and domains of


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


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         only in From        only in To           only in Cc     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. acontent:bill

returns all emails from which have bill in any attachment. -sales

returns all emails to which do not have sales in any part of the email. to:myaddress@company.tld acontent:bill -subject:admonition

returns all message from to myaddress@company.tld which have bill in any attachment but do not have admonition in the subject.

Search Criteria

The following options are available:


  • 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).


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).


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.


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.


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.


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.


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.


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 (,)
  • Colon (;)
  • 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 additional 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

To view an email which was returned by either searching or browsing the archive, simply click on it's entry in the message list.

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.

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), or 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 a the administrator. Please see SMTP Settings for more information.

Print Email

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

Show Internet Headers

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

User Menu


Be 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.


Open this online help website.


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

Sign out

Singes the current user out of Web Access