Using Message Archive Search

Message archiving is a method of storing all email traffic for a domain -- either incoming messages, outgoing messages or both -- in a separate location on the mail server. When archiving is enabled, messages held in the archive can be searched within the web interface.

It's important to note that message archive searching is only available to system and domain administrators. In addition, while message archive search is available to any system administrator, it's only available to domain administrators when rules are set up for the individual domains they manage. If archiving is set up for "all domains" on a server, then only the system administrator will be able to search the message archive. If a domain administrator needs access to the messaging archive for their domain, then a new message archiving rule needs to be set by the system administrator for that domain.

For example, if a domain admin needs access to the message archive for the domain "example.com", then a new message archiving rule needs to be created by the system administrator explicitly for example.com. This rule can be set up in addition to other domain-specific rules or even when a rule exists for all domains.

This article applies to recent versions of SmarterMail. View articles for SmarterMail 15.x and earlier.

Follow these steps search the message archive as a System Administrator:

  1. Log into SmarterMail as a System Administrator.
  2. Click on the Settings icon.
  3. Click on Message Archiving.
  4. Click the Archive Search tab.
  5. In the search toolbar, select the specific domain you'd like to search or choose to search all domains. Adjust the Date range and enter additional search parameters in the From, To or Subject fields.
  6. Click Go in the search toolbar. 
  7. Browse through the list of returned results.  
 
Follow these steps to search the message archive as a Domain Administrator:
 
  1. Log into SmarterMail as a Domain Administrator.
  2. Click on the Email icon.
  3. In the navigation pane, click on Message Archive Search
  4. Adjust the Date range and enter additional search parameters in the FromTo or Subject fields.
  5. Click on Search in the content pane toolbar. 
  6. Browse through the list of returned results. 

When using Message Archive Search, and you return a set of results, you can copy those messages to a specific mailbox. From the Message Archive Search results, simply select the messages you want to move and click the "Copy to Mailbox" button at the top of the content pane.

You then are presented with a modal window that allows you to move those selected messages to a specific mailbox, and place them in a specific folder. You can use an existing folder, or type in a new name -- e.g., Archive Search Results -- and that new folder will be created for that mailbox.

As you can see, it's a fairly simple process. We do recommend moving messages to a new or Archive folder versus restoring messages to the Inbox so that the mailbox user knows the messages were returned from the Archive. That way, they can deal with them as they see fit.

 
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