Restore - Outlook Add-In and ContentStore Email Viewer

Table of Contents

Outlook Add-In

Once the Outlook Add-In has been installed, you can perform all of the following operations on the stubbed messages:

Download Messages

  1. Start Outlook.
  2. Enter your Profile Name.
  3. Click OK.
  4. Expand your mailbox and select a message to restore.
  5. In the Preview pane, click Download.
  6. You will be prompted to either Open or Save the message.
  7. Click Save.

    The recovered message will be saved in the message.msg format.

Download Attachment

  1. Start Outlook.
  2. Enter your Profile Name.
  3. Click OK.
  4. Expand your mailbox and select a message to restore.
  5. In the preview pane, click the attached item in the stubbed message.
  6. You will be prompted to either Open or Save the attachment.
  7. Click Save to restore and save the attached item.

Reply and Forward a Message

  1. Start Outlook. If prompted, enter your Profile Name and click OK.
  2. Expand your mailbox and select a message that has to be replied to or forwarded.
  3. From the top menu, select Reply/Forward.
  4. Click Yes.

    The message will open in a draft format and you will be able to reply/forward as per your requirements.

Overview of ContentStore Email Viewer

Once email data have been backed up using Data Protection Suite's email archiving solutions, archived emails and attachments are moved from your mailbox to an administrator-managed storage location, called the ContentStore. The ContentStore Email Viewer enables you to access these archived emails directly from Outlook. The ContentStore Email Viewer also provides you with the same functionality—such as reply, forward, and view attachments—as if the archived emails were still in your regular inbox. Furthermore, archived email and attachments are content indexed within ContentStore, which allows you to search archived emails and attachments using keywords for convenient retrieval.

With the ContentStore Email Viewer, your archived emails are displayed in their original folder under the ContentStore section of the Outlook folder views, otherwise referred to as the ContentStore node. The ContentStore Email Viewer is natively integrated into Outlook. Once installed, the ContentStore node appears within the folder views whenever you open Outlook.

Using the ContentStore Email Viewer, you can:

Archived emails appear in the ContentStore Email Viewer approximately 15 minutes after they have been content indexed. For more detailed information about content indexing emails, see Content Indexing.

While the Outlook Add-In is supported in Outlook 2007, 2010, and 2013, ContentStore is supported in Outlook 2010 and 2013.

ContentStore Email Viewer Settings

You can change various configuration settings for the ContentStore Email Viewer from the Account Settings within Outlook.

Outlook needs to be restarted before changes to the ContentStore Email Viewer settings will take effect.

Configure General Settings

You can configure the ContentStore Email Viewer settings—such as default settings, synchronization times, and online or offline mode configurations—from the data file properties for ContentStore in Outlook.

  1. Open the ContentStore general settings dialog box as follows:
    1. From Outlook, right-click the ContentStore node and then click Data File Properties.
    2. In the ContentStore Properties dialog box, click Advanced.
  2. In the ContentStore dialog box, configure the appropriate settings on the General tab.
    Option Steps
    Toggle between Online and Offline (Local Cache) modes
    1. Select or clear the Use local cache mode check box.

      See Configure Online Mode and Configure Offline Mode for more information.

    Display only archived emails in the ContentStore node. Archived emails are emails that have been stubbed and not deleted when placed in ContentStore.
    1. Select the Show only archived emails check box.
    View messages in delegated mailboxes and folders in the ContentStore node
    1. Select the Show Email from Delegate Mailboxes check box.

      Delegated mailboxes appear as folders in the ContentStore Email Viewer node. Any folders delegated to you from a delegated mailbox will appear under the appropriate delegate mailbox folder.

      For more information about delegated mailboxes, see Setting Up Mailbox Delegation and Accessing Emails from Delegated Mailboxes.

    Modify how often data in the ContentStore Email Viewer is synchronized with the backup server
    1. In the Synchronize  Every <n> minutes box, enter a different value.
    Change the Web server URL
    1. In the Web Server box, enter the new Web server URL.
    2. Click Test to verify connectivity to the Web server.
    Change the proxy server URL
    1. In the Proxy Server box, enter the new proxy server URL.
    2. Click Test to verify connectivity to the proxy server.
    Change the Web Console URL
    1. In the Web Console box, enter the new Web Console URL.
    2. Click Test to verify connectivity to the Web Console.
  3. Click OK.

Configure Online Mode

When configured in Online Mode, archived emails in the ContentStore are synced from the backup server each time Outlook is opened. When ContentStore Email Viewer is configured in Online Mode, a network connection is required to view archived emails.

  1. Open the ContentStore general settings dialog box as follows:
    1. From Outlook, right-click the ContentStore node and then click Data File Properties.
    2. In the ContentStore Properties dialog box, click Advanced.
  2. In the ContentStore dialog box under the Online/Offline Mode section, clear the Use Local Cache Mode check box.
  3. Click the Online Mode tab and configure the appropriate settings.
    • To set the maximum number of messages that appear in each folder in the ContentStore Email viewer, enter a different value in the Max number of items in each folder box.
    • To set the maximum number of messages that are returned when you perform searches of ContentStore emails, enter a different value in the Max number of items in search box.
    • To define which language is used when you search emails in the ContentStore Email Viewer, click the Default Search Language list, and then select the appropriate language.
  4. Click OK.
  5. Restart Outlook.

Configure Offline (Local Cache) Mode

When configured in Offline (Local Cache) Mode, archived emails in the ContentStore are stored directly on your local machine in the Offline Local Cache folder. When ContentStore Email Viewer is configured in Offline Mode, a network connection is not required to view archived emails stored in the local cache. However, a network connection is required initially to retrieve your archived emails, update your local cache with newly archived emails, and download original attachments from archived emails.

  1. Open the ContentStore general settings dialog box as follows:
    1. From Outlook, right-click the ContentStore node and then click Data File Properties.
    2. In the ContentStore Properties dialog box, click Advanced.
  2. In the ContentStore dialog box under the Online/Offline Mode section, select the Use Local Cache Mode check box.
  3. Click the Offline Mode tab and configure the appropriate settings.
    Option Steps
    Synchronize emails in the ContentStore with the ContentStore Email viewer only when connected to an internal network
    1. Select the Sync only when connected to internal network check box.
    Modify the criteria by which ContentStore emails and folders are stored in the local cache
    1. Click the How many items to keep in the cache list and select the criteria.
    2. In the How many folders to show box, enter the number of folders you want to show.
    Change the amount of disk space to use for the local cache
    1. Under Cache Settings, move the slider to change the amount of free space you want to use for the local cache.
    Modify the location where ContentStore emails are stored
    1. Under Cache Settings, click Change Cache Directory.
    2. In the browser, go to the folder to where you want to relocate the local cache.

      The new cache location cannot be a subdirectory of the original cache directory. Also, it should not contain any cache files.

      The path of the cache location cannot contain special characters.

    3. Click the folder, and then click OK.
    Delete all of the data in your local cache
    1. Under Cache Settings, click Recreate Cache Files and then click OK.
  4. Click OK.
  5. Restart Outlook.

Configure Default Mailbox for Multiple Email Accounts

The ContentStore Email Viewer can only display archived emails from one email account. If you have multiple email accounts associated to your Outlook profile, you can select the account that you want to view in the ContentStore Email Viewer node from the Account Settings in Outlook.

  1. In Outlook, open the Account Settings dialog box and click the Data Files tab.
  2. Click to select the name of the email address that you want to view in the ContentStore Email Viewer and then click Set as Default.
  3. Click Close and restart Outlook.

Remove the ContentStore Email Viewer Node

You can remove the ContentStore Email Viewer node from Outlook.

  • In Outlook, right-click the ContentStore Email Viewer node and click Close "ContentStore."

    The ContentStore Email Viewer Node is removed from Outlook.

Restore the ContentStore Email Viewer Node

If you removed the ContentStore Email Viewer node from Outlook, you can restore it by running the UpdateCVProfile application.

  1. If Outlook is running, close Outlook.
  2. Go to the <installation directory>\CVArchiverAddin folder and run UpdateCVProfile.exe.
  3. Open Outlook and verify that the ContentStore node is visible.

Using ContentStore Email Viewer

Emails in the ContentStore are managed using storage policies set up by your administrator. This means that emails and attachments appear in ContentStore Email Viewer in a read-only format. While the read-only format allows you to quickly access messages and attachment previews from the ContentStore, it also places limitations on functionality of archived emails within the ContentStore Email Viewer.

In ContentStore, you cannot:

  • Modify the content of emails
  • View ContentStore emails in Conversation View
  • Create new folders or move items to different folders
  • Search by flagged emails
  • Change any property of an email, such as category, flag, or mark as read or unread.

View ContentStore Information in the Web Banner

The Web Banner report contains information about the current status of the ContentStore Email Viewer.

  1. From Outlook, click the ContentStore node.

    The following information appears:

    ContentStore Mode Web Banner Information
    Online Mode Messages Distribution
    <folder name>: <percentage> The size of the folder as a percentage of the total size of the emails in ContentStore.
    Total Number of Emails The total number of emails in the ContentStore.
    Total Number of Top-Level Folders The total number of folders under the Inbox in the ContentStore node.
    Quota Distribution (if available)
    Used: <n> MB - Free: <n> MB If a quota is set by your administrator, the amount of used and free space for your email quota.
    Configuration
    Mode of Operation ContentStore email viewer is configured in Online mode.
    Sync Server Current connection status and name of the Web Server.
    Version The version of the Outlook Add-In that is running within Outlook.
    Online Status
    Latest Email The received time of the newest emails in the ContentStore Email Viewer node.
    Last Sync Time The last time when emails in the ContentStore were synced with emails in the ContentStore Email Viewer node.
    Offline (Local Cache) Mode Message Distribution
    <folder name>: <percentage> The size of the folder as a percentage of the total size of the local cache.
    Total Number of Emails The total number of emails in the local cache.
    Total Number of Top-Level Folders The total number of folders under the Inbox in the ContentStore node.
    Quota Distribution (if available)
    Used: <n> MB - Free: <n> MB If a quota is set by your administrator, the amount of used and free space for your email quota.
    Configuration
    Mode of Operation ContentStore email viewer is configured in Cached, or Offline Mode.
    Sync Server Sync status and the URL of the server from where ContentStore emails are retrieved.
    Cache Directory Full path of the local cache.
    Version The version of the Outlook Add-In that is running within Outlook.
    Local Cache Status
    Sync To The date and time of the most recent sync operation.
    Free Disk Space Disk space that is available in the local cache directory.
    Total Size of Cache Data Total size of the emails stored in the local cache directory.
    Sync Status Current sync status of the local cache directory.

View Emails in the ContentStore

You can view the contents of archived emails in the ContentStore from Outlook with the ContentStore email viewer.

The number of emails displayed in each folder depends on your ContentStore Email Viewer settings:

  • In online mode, the latest 500 archived emails are shown in each folder by default. If additional emails are archived while Outlook is open, they are appended to the folders in the ContentStore Email Viewer node. These settings can be changed by Configuring Online Mode settings.
  • In offline mode, all of the emails stored in the local cache are available. These settings can be changed by Configuring Offline (Local Cache) Mode settings.

  1. From Outlook, expand the ContentStore node and go to the folder you want to view.
  2. Click the archived email you want to view.

    The contents of the selected email appears in the preview pane.

Search Emails in the ContentStore

You can search all the archived emails available from your ContentStore Email Viewer node using the search options in Outlook.

The number of search results that are returned depend on your ContentStore Email Viewer settings.

  • In online mode, searches will return a maximum of 200 results by default. These settings can be changed by Configuring Online Mode Settings.
  • In offline mode, all of the emails stored in the local cache are available for search. These settings can be changed by Configuring Offline Mode Settings.
  • In offline mode, searches containing Unicode characters are not supported.

  1. From Outlook, expand  the ContentStore node and go to the folder you want to search.
  2. Click the search bar and enter your search criteria.
    Option Steps
    General search
    1. In the search bar, enter the keywords you want to find in any email field (To, From, Cc, Bcc, Subject, or Body).
    Specific search with advanced criteria
    1. Click the Search tab in the Outlook ribbon.
    2. Click the More list and select the relevant criteria you want to include in your search.
    3. In the search bar and advanced search boxes, enter or select the criteria for your search.

    Search keywords are not case-sensitive.

    The following Outlook search criteria are not supported by the ContentStore Email Viewer:

    • Due Date
    • Start Date
    • Expiration Date
    • Attachment Contains
    • Read
    • Send to
    • Where I am the only person in To line
    • Where I am on the TO line with other people
    • Where I am on the Cc line with other people

  3. Press Enter to begin your search.
  4. From the list of search results, click an email to view its contents.

Reply, Reply All, and Forward Emails in the ContentStore

You can respond to archived emails in the ContentStore from Outlook with the ContentStore Email viewer.

  1. From Outlook, expand  the ContentStore node and go to the folder you want to view.
  2. Click the archived email to which you want to Reply, Reply All, or Forward.

    The contents of the selected email appears in the preview pane.

  3. On the Home tab on the Outlook ribbon, do any of the following:
    • To reply to sender of the archived email, click Reply.

      A draft message appears with the sender's address in the To field.

    • To reply to all of the recipients and sender of the archived email, click Reply All.

      A draft message appears with all of the recipients and sender's address in the To and Cc fields.

    • To forward the contents of the archived email to a different email address, click Forward.

      A draft message appears with blank To and Cc fields.

  4. Enter your message, and then click Send.

Preview Attachments of Emails in the ContentStore

Previews of attachments to archived emails in the ContentStore are displayed in HTML format. You can preview archived email attachments in Outlook with the ContentStore Email Viewer.

  1. From Outlook, expand  the ContentStore node and go to the folder you want to view.
  2. Click the archived email with the attachment you want to preview.

    The contents of the selected email appears in the preview pane.

  3. In the preview pane under the recipients list, click the attachment file <attachment name>.htm.
  4. Read the warning message, and then click Preview file to preview the attachment.

    A preview of the attachment in HTML format appears in the preview pane.

Download Attachments of Emails in the ContentStore

Original attachments of archived emails are stored in the ContentStore. You can download archived email attachments in their original format from Outlook with the ContentStore Email Viewer.

  1. From Outlook, expand  the ContentStore node and go to the folder you want to view.
  2. Click the archived email with the attachment you want to download.

    The contents of the selected email appears in the preview pane.

  3. In the Home ribbon in the ContentStore section, click Download Attachments.
  4. Select the location where you want to download the attachments, and then click OK.

    The original email attachments are downloaded from the ContentStore to the download location.

Erase Emails in the ContentStore

If your administrator has enabled the Mailbox Backup Quota feature on your mailbox, you will receive an alert to erase unwanted or old emails when your quota is almost full or exceeded. If your administrator has enabled the Exchange Mailbox End-User Erase feature, you can erase archived emails from the ContentStore Email Viewer.

After you erase emails in the ContentStore Email Viewer, you cannot recover the email contents or attachments.

  1. In Outlook, open the ContentStore Email Viewer and select the emails that you want to erase.
  2. Hold down SHIFT and press DELETE.
  3. Click YES to confirm.