Important Notes on Email Archival
Reading Archived Mails
Deleting Archived Mails (archive mails or shortcuts once deleted are NOT recoverable)
Restoring Archived Mails
Searching Archived Mails
Email Archival FAQs
Important Notes on Email Archival
To use Email Archival proficiently, you'll need to note that:
a. Archived emails are just "shortcuts" emails in your Outlook or Webmail. They display only the first 1000 characters of the original mail/contents
b. To save an archive mail to local PST file/folder, you'll need to restore the email first THEN save to PST folder
c. Archive mails or shortcuts once deleted are NOT recoverable
d. When deleting mails, you'll notice an alert "Are you sure you that you want to permanently delete the selected item(s)?" Please take a second to reaffirm if these mails should be permanently deleted before clicking on Yes
e. The Search Vault tool only searches for archived mails i.e. non-archived mails in your Exchange mailbox is not returned in the search result
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Reading Archived Mails
To read the full contents of your archved mails, simply double-click on the shortcut mails. Shortcut or archived mails are identified by this icon 
.
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Deleting Archived Mails
To delete an item that you have opened from a shortcut (i.e. full contents of the email already displayed)
- Click on
on the toolbar in the opened item window.
- A prompt asks you to confirm that you want to delete the item. Click Yes.
- A second prompt asks whether you want to delete both the shortcut and the archived item or just the shortcut. Click the Delete both button to delete the item from both Email Archival mail store and the shortcut in Exchange.
Important Note:
- If you choose Delete shortcut button to delete the shortcut only, an orphaned archived mail will still be kept in the Email Archival mail store. To clean this up, you'll need to perform a search to retrieve the item later and then delete it again
- archive mails or shortcuts once deleted are NOT recoverable
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Restoring Archived Mails
You normally would not need to restore archived mails to your mailbox because you can view them easily just by double-clicking their shortcuts. However if you do need to restore archived mails, they are restored into their original format on the Exchange mailbox. Restoring archived mails to your mailbox may be required in cases where:
- staff leaving the University i.e. emal archival will be disabled 1 month before the staff's last day of service. During this period, the staff is required to either empty or restore any archived mails he or she may have to the Exchange mailbox manually before the last day with the University
- saving archived mails in PST files permanently for long-term reference/record (Personal Folders files are stored on local hard-disk or mapped network drives)
Note: If you move an archived mail to a Personal Folder WITHOUT doing a restore first, only the shortcut is being moved NOT the full contents of the original mail.
To restore from shortcuts:
In your mailbox, select the archived mails that you want to restore:
-
Use the normal Outlook selection to select single or multiple shortcuts
-
Click 
Restore from Vault on the toolbar. The
Restore item dialog box is displayed and click
OK to proceed
-
Once the shorcut has been successfully restored to original contents, the icon of the mail will be changed to
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Searching Archived Mails
Archived mails will display only the first 1000 characters of the original email contents. This may NOT be enough for you to find the archived mail you're looking for using Outlook Find 
To search for your archived mail:
-
On the Outlook toolbar click on
Search Vaults -
Enter the keyword or phrase in the
Look for field and click on
Find Now
Tips: a. To list all archived items, leave the
Look for field "blank" and click on
Find Now
b. For more search tips, click on the
Help button
c. For advanced search, click on
Advanced find... For more search tips on usind advanced find, click on the
Help button
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