2.5	Searching email archive stores

2.5.1

Simple search

The ‘email archive search’ feature enables you to search through all archived emails for specific correspondence. When you perform a search, GFI MailArchiver will analyze emails and their respective attachments in search for text that matches the specified search correspondence. To search for archived emails:

1. Select Conversations ► Search node.

Screenshot 10 - Simple search

2. In the search interface that opens by default, key in the search criteria/text. You can use wildcards as follows:

NOTE: Use of wildcards is allowed as follows:

•	? - Matches any single character.

•	* - Matches any string of characters.

For example:

To search for emails containing the word ‘Swiss’, you can key in ‘sw??s’ or ‘sw*s’ in the Search for box.

3. In the Search through emails from list select the required date range.

4. <Optional> If the user logged in GFI MailArchiver has access to other user accounts, unselect the Search through my emails only option to enable GFI MailArchiver to search through all user accounts.

5. Click Search.

Screenshot 11 - Search results after performing a simple search

Emails that match the search query specified are displayed below the Search area. GFI MailArchiver displays up to 25 emails per page. If more than 25 emails matched the search query, GFI MailArchiver will spread the emails out on separate pages.

To change the amount of emails displayed per page, click the GFI MailArchiver ► Options node, select the number of emails to list per page from the Number of items to display per page list and click Save Settings.

To navigate through the search results pages, click on the page links provided.

2.5.2

Advanced search

1. Select Conversations ► Search node to display search page.

2. Click View Advanced Search Options link to access the advanced search feature.

NOTE: To switch back to simple search mode, click View Simple Search Options link.

Screenshot 12 - Advanced search

Through the advanced search feature, you can specify search queries for specific fields such as subject, recipient, and size. You can also limit your search to emails labeled with a specific label.

You can also select the archive stores to search into for emails. GFI MailArchiver lists the available archive stores in the Search in the following archive(s) list. To search through multiple archive stores hold the CTRL key pressed and click the archive store names to include in the search.

By default, the advanced search will search only through your mailbox emails. If the user account has access to other user accounts, from the Search through the emails of list:

•	Select All Users to search in all user accounts

•	Select a specific user account to search only the emails of that user account.

The GFI MailArchiver advanced search supports search queries on any of the following fields:

 

• Size (KB)	• Message ID
• Recipient	• Sender
• Sent Date	• Received Date
• Subject	• Whole email
• Folder	• Folder/Subfolder

 

NOTE: Use of wildcards is allowed for Message ID, Recipient, Sender, Subject, Whole Email, as follows:

•	? - Matches any single character

•	* - Matches any string of characters.

For example:

To search for emails containing the word ‘Swiss’, you can key in ‘sw??s’ or ‘sw*s’ in the Search for box.

2.5.3

Search for emails with a specific label

To search for emails with specific categorization policies or labeled with a specific label:

1. Select the Search for emails labeled check box.

2. From the list below the check box, select the label required.

Screenshot 13 - Searching for emails with a specific label

NOTE: GFI MailArchiver displays personal labels in black and categorization policy labels in red.

3. Clear the Search for emails matching the following conditions check box.

NOTE: To search for specific criteria within the emails labeled with a specific label, select the Search for emails matching the following conditions check box and specify the search terms you require as outlined in the following sections.

4. Click Search.

2.5.4

Search by email size

To search for emails of a particular size:

1. Select the Search for emails matching the following conditions check box.

2. Select Size (KB) from the fields list.

3. From the condition list, select the file-size search condition required accordingly: (i.e. IS GREATER THAN, IS SMALLER THAN, or IS EXACTLY.

Screenshot 14 - Email size field

4. Specify file size value in the adjacent field and click Search.

2.5.5

Search by Message ID

Email headers contain a ‘Message ID’ field The Message ID is a unique message identifier assigned to every email processed by Microsoft Exchange.

For example:

F26B97C01FB21C4A34CD9F05062072@master-domain.com

To search for emails using the Message ID field:

1. Select the Search for emails matching the following conditions check box.

2. Select Message ID from the fields list.

Screenshot 15 - Message ID field

3. Specify the message ID in the adjacent field and click Search.

2.5.6

Search by Recipient or Sender

To search for emails from a particular sender or a particular recipient:

1. Select the Search for emails matching the following conditions check box.

2. Select Sender or Recipient from the fields list to search for a sender or recipient respectively.

Screenshot 16 - Sender field

3. Specify the email address or Active Directory (AD) display name of the account to search and click Search.

2.5.7

Search by Sent or Received date

To search for emails that were sent or received on particular dates:

1. Select the Search for emails matching the following conditions check box.

2. Select Sent Date or Received Date from the fields list to search for emails sent or received on a particular date respectively.

Screenshot 17 - Sent date field

3. From the condition list select the search condition required (i.e. IS BEFORE, IS AFTER or IS EXACTLY)

4. Click the button to open calendar, select the required date, and click Search.

2.5.8

Search by email Subject

To search for emails having a particular subject:

1. Select the Search for emails matching the following conditions check box.

2. Select Subject from the fields list.

3. Specify the search query in the box to the right of the fields list.

Screenshot 18 - Subject field

4. Click Search.

2.5.9

Search throughout the whole email

To search for emails that have some specific content anywhere in the email:

1. Select the Search for emails matching the following conditions check box.

2. Select Whole Email from the fields list.

3. Specify the search query in the box to the right of the fields list.

Screenshot 19 - Searching the whole email

4. Click Search.

2.5.10

Searching using multiple search terms

If you have specified a search condition and need to add more search conditions:

1. Click Add Condition to add a new condition entry beneath the last condition.

NOTE: The conditions are logically ANDed together. This means that an email must satisfy all conditions for GFI MailArchiver to list it in the search results.

For example:

If you specify the following conditions:

Sender is adam@external.com

AND

Recipient is jsmith@master-domain.com

GFI MailArchiver will only list the emails sent from adam@external.com to jsmith@master-domain.com.

Screenshot 20 - Adding a condition

2. To add more conditions repeat steps 1 and 2.

3. When all required conditions are added, perform the search by clicking Search.

2.5.11

Removing search conditions

To remove a particular search condition, click the button to the right of the condition to remove.

If you added multiple search conditions and need to remove all the conditions specified at once, click the Remove All Conditions button.

2.5.12

Viewing emails returned by a search

Click on a search result to view email. To view another email, close the email view window by clicking button and click on another email from the search results list.

2.5.13

Sorting search results

By default, GFI MailArchiver sorts the search results by relevance, with the most relevant emails listed on top. To sort the search results on a different field, select a sorting field from the Sort results by list and then select a sort order from the list to the right.

You can sort the search results on one of the following fields, Relevance, Sent Date, Subject, Sender, Recipient, and Size.

Screenshot 21 - Sorting the search results