Searching the Email Archive

About Searching

Depending on your permissions, you may be able to search the Archive for all messages or just for those for which you were a participant (sender or recipient, directly or as part of a distribution list). You can perform a simple search for a keyword that appears in any element of the archived email (in the subject line, address, body, etc.) or for a keyword in a specific element of the archived email (e,g, just in the subject line). By default, searching retrieves messages regardless of date, but you can choose to search for messages within a specific timeframe. You can also define more complex searches, for example, searching for archived emails from John Doe that you received this month and that had a subject of "meeting" and a PDF extension.

Granting Access

Administrators can now grant access to any user to search the archives for a specific set or for all users, not just their own archives. (Note: Admins may need to do this for themselves)
1. Go to the profile of any user.
2. Check "Discovery User"
3. Choose scope for user
  1. All Mailboxes
    1. If you choose nothing this will get checked by default
  2. Specific Mailboxes
    1. Once this is selected, you will see the search box and can add specific mailboxes they are allowed to search.

Performing A Search

Simple Search

To perform a simple search of the Archive:

In the sidebar, click .
Enter the word or phrase for which you want to search.
The screen expands to show your word or phrase in every searchable field.
To carry out the search across all fields, click Search or press Enter.
To search for the word or phrase in just one field (e.g. subject), click the field name.
If necessary, repeat the process to include other search criteria.
To restrict the search to a specific timeframe, click and choose a different period.
Click Search.

Note: To clear all or part of the search criteria, click .

When adding more than one item to a search field, enter the additional term and press RETURN. The term will be automatically added to the currently selected search field. Repeat this step when adding multiple terms to a single search field.

Extended Search

To access the extended search controls:

In the sidebar, click , then click .
The screen expands to show an extended view of all search options.

For one or more of the available fields, make a selection and enter the keyword or phrase for which that field is to be searched. For example, you could search for archived messages exchanged this month between Jane Cleaver (jsmith@bobsbooksupplies.com) and Bill Smith (bbrown@seroom.com) that included the word "agenda" in the subject. By default, the field is searched for all of the keywords, but you can choose to specify one of the following for each field:

ALL OF	Returns messages that contain all of the terms entered for a field; for example, searching for email content with ALL OF “agenda” and “time” returns messages that contain both those terms, but not those that contain just one of those terms.
ANY OF	returns messages that contain any of the terms entered for a field; for example, searching for email content with ANY OF “agenda” and “time” returns messages that contain both those terms, as well as those that contain just one of those terms.
NONE OF	returns messages that do not contain any of the terms entered for a field; for example, searching for email content with NONE OF “agenda” and “time” returns only messages that do not contain those terms.

Click Search.

You can press TAB to move between search fields on the extended search view.

Searchable Fields

Field	Description	Example
Mailbox	search for all messages sent by and to specified email address	username@domain.com
From	search for all messages sent by specified email address or display name	jsmith@bobstoybarn.com Jane Smith
To	search for all messages sent to specified email address or display name	jsmith@bobstoybarn.com Jane Smith
Subject	search for messages where the subject contains specified content; can include a string of words or individual words	This is the subject this, is, the, subject
Content	search for messages where the header, subject, body or attachment contains specified content; can include string of words or individual words	dog, cat, ball
Attachment Content	search for messages where the attachment contains specified content; can include string of words or individual words	dog, cat, ball
Attachment Name	search for messages where the attachment name and/or extension of email attachment contains specified content: can include file name and extension or simply extension	myfile.mp4 mp4 myfile
Date	search for messages that were archived on a specified date or date range; can include any, today, yesterday, this week, this month, this year, date range	N/A

Search Examples

End Users

To search for...

You can...

all your archived messages

just click Search

all your archived messages that you sent or received today

select "Today" from the date range () and clickSearch

only messages you sent to Jane Cleaver (jcleaver@bobstoybarn.com) last month that mentioned hope and "project"

in the search field, enter "jcleaver@bobstoybarncom" and click To

in the search field, enter "hope" and click Subject

in the search field, enter "project" and press RETURN

click Search

Discovery Users

To search for...	You can...
To search for...	You can...
messages exchanged between and Jane Cleaver (jcleaver@bobsbooks.com) and Bill Smith (bsmith@seroom.com)	click and enter jcleaver@bobstoybarn.com in the Mailbox field enter bsmith@seroom.com in To field click Search
messages received by any employee last month that contained the word "confidential"	click and, from the Date list, select "Between", then set the date range for the previous month in the Content field, enter "confidential" click Search

Working With Search Results

Archived email messages matching the search criteria are listed on the search screen. showing the subject line, date/time, "from" address and "to" address of each message. Clicking on a message in the search results displays the full message in the right panel of the screen.

You can navigate through the search results by using your keyboard (arrow keys) or you can click and select an email to preview the content.

You can forward a found message to another internal user (that is, a user with an email address from your company domain): click and enter the email address to which the message should be sent.

Messages that exceed 10MB cannot be retrieved.

Saving A Search

To save your search parameters for re-use:

Enter your search criteria.
Click Search.
Click the icon above the search results.
When prompted, enter a name for the search and click Save Search.

Because messages are retained in the Archive for a specific period of time, it is possible that search results, even when re-running a saved search, will differ if messages found by the original search have been disposed from the Archive.

Exporting Search Results

To export your search results:

After performing a search, click the icon above the search results.
When prompted, enter a name for the search.
Optionally, enter a password for the file.
Click Export.

Search results are added to an export job (.zip) that your browser will automatically download.