Using the GFI MailArchiver Bulk Export Tool
To load the GFI MailArchiver Bulk Export Tool, select GFI MailArchiver Bulk Export from the GFI MailArchiver program group in the Start menu.
On loading, the GFI MailArchiver Bulk Export Tool will display the Connect to GFI MailArchiver dialog as shown below.
Screenshot 134 - The GFI MailArchiver Bulk Export Tool
Specify the URL you use to connect to GFI MailArchiver, in the MailArchiver URL edit box. The next time you use the GFI MailArchiver Bulk Export Tool, the MailArchiver URL list box will display a list of GFI MailArchiver URLs you successfully connected to in previous sessions.
You now need to specify the account that the GFI MailArchiver Bulk Export Tool will use to authenticate with the GFI MailArchiver URL specified. If you want to authenticate with the user account you are using to run the GFI MailArchiver Bulk Export Tool, select the Current User Account option.
If you want to specify a particular user account for authentication, select the The Following User Account option, and then specify a username and password in the User Name and Password fields respectively.
To connect click the OK button. Once connected, the GFI MailArchiver Bulk Export Tool displays a new Email Search window as shown below.
Screenshot 135 - A new Email Search window
Searching for emails
To search for the emails you want to export, follow these steps:
1. In the Email Search window, select the GFI MailArchiver database you want to search in, from the Search in Database drop down list.
2. Select the Search tab so that you can specify the search criteria.
3. Select a search field, for example Sender, from the left most drop down list. From the second drop down list select the search condition, and in the right most field specify what you are looking for.
NOTE: The GFI MailArchiver Bulk Export Tool search feature provides the same functionality as the GFI MailArchiver web based search page. You can find further information on the different fields and search methods available in the `Searching using a single term' section of the `Using GFI MailArchiver' chapter.
4. If you want to add more search conditions, click the Add Condition button. The GFI MailArchiver Bulk Export Tool adds a new search condition entry underneath the last one. Between the last search condition and the newly added one, a drop down list allows you to specify how you want the search feature to link the search terms. You can select either an AND operator or an AND NOT operator.
AND means: If search term A and search term B match then return result. For example if sender is user@external.com and recipient is jsmith@master-domain.com, then return a match. This would return all emails sent by user@external.com to user jsmith@master-domain.com.
AND NOT means: If search term A matches and search term B does not match, then return result. For example if sender is user@external.com and recipient is not jsmith@master-domain.com, then return a match. This would return all emails sent by user@external.com, sent to any user except jsmith@master-domain.com.
You now need to configure the newly added search condition as outlined in step 3. To add more search conditions repeat this step.
NOTE 1: You can specify up to four search terms in the query.
NOTE 2: If you have more than one search condition in the search query, you can remove a search condition by clicking the Remove Condition button. If you want to reset the whole search query, click the New Search button and click OK in the dialog box displayed.
5. To perform the search, click the Find Now button. The GFI MailArchiver Bulk Export tool will display the search results underneath the search conditions specified, as shown in the screenshot below. For each email matching the search condition, the following information is displayed: Subject, Sender, Recipients, Date/Time and Size.
Screenshot 136 - GFI MailArchiver Bulk Export Tool displaying the search results
NOTE 1: If nothing matches the search conditions specified, No results where found is displayed.
NOTE 2: If the search operation is taking too long, you can click the Stop button to interrupt the search.
By default, the GFI MailArchiver Bulk Export Tool sorts the search matches by date and time. If you want to sort the search results on another column, click the column heading on which you want to sort. If you click the same column heading, the search results are sorted on the same column but in reverse order. For example, if the search results are sorted on the Date/Time column in ascending order and you click on the same column heading, the search results will be sorted on the Date/Time column but in descending order.
If more than 100 emails match the search criteria specified, the search results will be spread out across different pages each containing a maximum of 100 emails. To navigate to different pages use the navigation buttons underneath the search results table.
Screenshot 137 - Search page navigation bar
The amount of emails that match the search query is displayed in the bottom right corner of the Email Search window.
Viewing an email from the search results
After you perform a search, you might need to review particular emails from the result set, to check that they actually contain what you are looking for. To view an email from the search results, double-click on the email you want to view. The GFI MailArchiver Bulk Export Tool will load the email in a separate window as shown below.
Screenshot 138 - Viewing an email
Exporting emails
When you are satisfied that the emails in the search result meet the criteria you searched for, you can select to export them using one of the following methods:
- Restore to a specific email address
- Download to a folder on disk
NOTE: When you export emails with the GFI MailArchiver Bulk Export Tool, the original email archived in the database is not removed.
Restore to a specific email address
To restore all the emails returned in the search result set to a specific email address, follow these steps:
1. Select the Export Options tab.
2. Click on the Restore to the following email address option and in the edit box specify the email address where you want the exported emails to be sent.
3. The GFI MailArchiver Bulk Export Tool can send each exported email, either in its original format or as an attachment in a new email. To send in the original format, select the Send messages as Original emails option. To send exported emails as attachments, select the Send messages as Attachments option.
Screenshot 139 - Restore emails to a specific email address
4. To export the emails, click the Restore button. The GFI MailArchiver Bulk Export tool will display the progress of the export process in the status bar of the Email Search window as shown below. The bulk export tool disables the Email Search window until the export process completes. If you want to stop the export process, click the Stop button.
Screenshot 140 - Restoring emails process in progress
Download to a folder on disk
To download all the emails returned in the search result set to a specific folder on disk follow these steps:
1. Select the Export Options tab.
2. Click on the Download to folder option and in the edit box specify the path where you want the emails to be downloaded. You can also click on the Browse button to select the destination visually from the Browse For Folder dialog.
Screenshot 141 - Downloading emails to a disk location
3. To export the emails, click the Download button. The GFI MailArchiver Bulk Export tool will display the progress of the export process in the status bar of the Email Search window as shown below. The bulk export tool disables the Email Search window until the export process completes. If you want to stop the export process, click the Stop button.
Screenshot 142 - Downloading emails process in progress
In the destination folder you selected, the GFI MailArchiver Bulk Export tool creates a new sub-folder, named `GFIMArc_Export_' followed by a timestamp. You can copy this folder to another computer or to removable media such as a CD-ROM or DVD-ROM for example.
The folder contains a root XML file having the same name as the folder along with one or more sub-folders. For example, if you selected `c:\exported emails\' as the destination, and you downloaded three emails, the folder would contain the following files:
c:\exported emails\GFIMArc_Export_20060113_1519_1
GFIMArc_Export_20060113_1519_1.xml
c:\exported emails\GFIMArc_Export_20060113_1519_1\Folder_1
Folder_1.xml
Mailarchiver_-2147482426_1.xml
Mailarchiver_-2147482910_1.xml
Mailarchiver_-2147482379_1.xml
If you open the GFIMArc_Export_20060113_1519_1.xml in Microsoft Internet Explorer, it shows a table listing the emails in Folder_1 (page 1). If you export many emails, page navigation numbers are displayed in the footer of the page so that you can list the emails stored in the other sub-folders, for example, Folder_7 (page 7).
Screenshot 143 - Exported emails navigation page
You can click the links displayed under the Filename column in the table to open and view the email.
Connecting to multiple GFI MailArchiver installations
The GFI MailArchiver Bulk Export Tool allows you to connect to the same GFI MailArchiver installation from different Email Search windows at the same time. You can also connect to different GFI MailArchiver installations at the same time.
To connect and display a new Email Search window, select Connect from the File menu. In the Connect to GFI MailArchiver dialog, specify the GFI MailArchiver URL and credentials to use for authentication. Once connected, you can use the new Email Search window as outlined in the previous sections of this chapter.
Screenshot 144 - Multiple search windows
Disconnecting from a GFI MailArchiver installation
To disconnect from a GFI MailArchiver installation, you can either close the Email Search window or select Disconnect from the File menu.
If you have multiple Email Search windows connected, and want to close them all, select Disconnect All from the File menu.
