2.6	Creating and using search folders

2.6.1

What is a search folder?

Within GFI MailArchiver, a search folder is a special kind of folder which contents changes dynamically as the search query you based the search folder on finds new matching items.

In GFI MailArchiver, you create a search folder based on a search query you define in the Search page. When you access the search folder, GFI MailArchiver will list all the matching archived emails in it.

NOTE: The emails listed in a search folder are not stored in the search folder. The search folder stores the search query only. You can therefore create, modify, and delete search folders without losing any archived emails.

By default, GFI MailArchiver creates three search folders under the Conversations ► Search Folders node. These are:

•	Emails in last 7 days: Lists emails sent or received in the last seven days.

•	Emails in last 30 days: Lists emails sent or received in the last thirty days.

•	Large email: Lists all emails with a size greater than 1MB.

2.6.2

Creating a search folder

1. Click Conversations ► Search node.

2. Use the simple or advanced search interface to create the search query to base the search folder on.

3. Click Search to view the emails that match the search query you specified. If the emails returned do not match exactly the emails you were looking for, refine the search query.

4. Click Save as new Search Folder.

5. In the Enter the new Search Folder’s name box, specify a descriptive name for the new search folder.

Screenshot 22 - Creating a search folder

6. Click Save.

GFI MailArchiver will create and add the new search folder under the Conversations ► Search Folders node.

2.6.3

Viewing the search folder contents

To view the contents of the search folder:

1. Expand the Conversations ► Search Folders node.

2. Click on the search folder to view.

GFI MailArchiver will load the search folder selected in the content panel on the right hand side.

Screenshot 23 - Viewing a search folder

2.6.4

Modifying the search folder query

To refine or alter the search query of a search folder:

1. Click on the Conversations ► Search Folders node.

2. In the Search Folders page, click on the button to the right of the search folder to modify.

Screenshot 24 - Edit search folder query

3. Modify the search query. Click Search to view the emails that match the search query you specified. If the emails returned do not match exactly the emails you were looking for, refine the search query further.

4. Click Save.

NOTE: To create a new search folder, based on the modified search query, click Save as new Search Folder. Specify a descriptive name for the new search folder and click Save next to the name box.

2.6.5

Deleting a search folder

NOTE: The emails listed in a search folder are not stored in the search folder. The search folder stores the search query only. Therefore, you can delete search folders without losing any archived emails.

1. Click on the Conversations ► Search Folders node.

Screenshot 25 - Search folders list

2. In the Search Folders page, click on the button to the right of the search folder to delete.