Outlook EmailXtender frequently asked questions

• What items can I search for?
• Do the search results include everyone’s archived items?
• Can I delete items in the archive?
• How often is my email archived?
• I do not have the EmailXtender option at the bottom of my Tools menu, can I retrieve archived mail?
• If I use more than one PC can I still see and search my email archive?
• I am not getting a new Windows XP computer, will I get EmailXtender on my Windows 2000 PC?
• Can I search anyone else’s email archive?
• Will email archiving give me an unlimited mailbox size?
• What happens if I delete an email?
• When I open a shortcut item there is a short delay before the email is opened, is this normal?
• What happens when I open a shortcut item?
• Are attachments archived?
• I cannot open an attachment from the preview pane.
• I cannot open an attachment at all.
• What is a Personal folder?
• What about calendar items?

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What items can I search for?

All Outlook Items are archived so therefore can be searched. This includes email, appointments, contacts and tasks.

Do the search results include everyone’s archived items?

No. Only items that have been sent to or from you are available, or the email of users you have been granted permission to view. However, you will not see any items that you do not have access to (see the guidance notes in the documents table below for details of how to do this).

Can I delete items in the archive?

No. You can remove an item from your current results view, but it will not be deleted from the archive.

How often is my email archived?

Email is archived as soon as it enters the email system.

I do not have the EmailXtender option at the bottom of my Tools menu, can I retrieve archived mail?

No. You must have the EmailXtender Search tool installed to be able to retrieve archived mail, please log a call with the ISD Service Desk.

If I use more than one PC can I still see and search my email archive?

Yes, as long as the EmailXtender Search tool installed on the PC you are using.

I am not getting a new Windows XP computer, will I still get EmailXtender on my Windows 2000 PC?

Yes.

Can I search anyone else’s email archive?

Yes. Permission first has to be granted to access another person's emails. Then Outlook has to be setup on your computer to see these emails (see the EmailXtender guidance notes for details of how to do this).

Will email archiving give me an unlimited mailbox size?

No. You still only have 40MB (unless you already have an extra limit), but the shortcutting will reduce the size of your mailbox meaning you can have more email visible. This does mean you can still get a full mailbox, but deleting an e-mail from your mailbox does not mean it is deleted from the archive.

What happens if I delete an email?

If you delete an email you will still be able to access it using the EmailXtender Search tool. If you do not have the EmailXtender Search tool installed, please log a call with the ISD Service Desk.

When I open a shortcut item there is a short delay before the email is opened, is this normal?

Yes. When you open a shortcut email it has to be retrieved from the slow speed storage.

What happens when I open a shortcut item?

The email is retrieved from the archive to your mailbox and will appear as a normal mail item. This will add more to your mailbox size. The item is not removed from the archive and will be shortcut again the next day.

Are attachments archived?

Yes. Everything in an email item is archived.

I cannot open an attachment from the preview pane.

You need to open the email before opening the attachment.

I cannot open an attachment at all.

It is likely that you have not got the EmailXtender Search tool installed, please log a call with the ISD Service Desk.

What is a Personal folder?

Personal folders are folders outside of your mailbox which can be used to store email. These have generally been created on the computer's local hard disk (Drive C:) or are located of the file server (Drive S:) and need to be moved into the archive. They have a default name of either ‘Personal’ or ‘Archive’, but you might have renamed it to something more informative.

What about calendar items?

All outlook items are archived, email, calendar, tasks etc, but only mail items can be shortcut. Everything else can be searched with the EmailXtender Search tool.