Accessing Archives with MailStore Web Access

Requirements for Web Access

• A list of supported internet browsers can be found in the System Requirements.
• To use the Email to File feature, an administrator must first configure the SMTP settings under Administrative Tools > Various > SMTP Settings.

Accessing Web Access

By default, users can access MailStore Web Access via this URL:

https://:8462 Please replace with the fully qualified domain name of the MailStore Server computer, for example mailstore.example.com.

To log in to Web Access, fill in the User Name (User Name) field and click Next (Next).

The MailStore Server now determines how to verify the user's identity.

• If the MailStore Server can verify the user's credentials itself, a password dialog appears. Enter the password in the Password field and click Log In.
• If Multi-Factor Authentication is enabled and the current device is not trusted, the user needs to enter an MFA code.
• If the user authenticates via Microsoft 365, Google Workspace, or Active Directory Federation Services (AD FS), the web browser will be redirected to Microsoft's, Google's, or AD FS's authentication service for authentication.

Search in the Archive

Searching for Word Parts

To view all emails containing a specific part of a word, use the wildcard character (*). For example:

auto* would return Automatic, automatic, automobile, etc.

*example.com returns all email addresses and domain names of example.com.

firstname.lastname* returns all email addresses of firstname.lastname.

Searching for Words with Unknown Letters

To view all emails containing a word whose correct spelling you do not know, use the question mark (?). For example:

Me?er would find Meier and Meyer, but not Maier.

The question mark (?) cannot be used at the beginning or end of a word; instead, use the wildcard character (*).

Searching for Phrases

To search for words that appear consecutively and in a specific order, use quotation marks (""). For example:

"Microsoft Windows" returns Microsoft Windows text, but not Microsoft Works or Windows 95.

Narrowing Down by Fields

A search for keywords or word groups can be limited to specific fields. For example:

subject:News only in Subject from:john@example.com only in From to:michael@example.com only in To cc:lisa@example.com only in Cc bcc:customers@example.com only in Bcc bcontent:billing only in Body of message acontent:billing only in Attachments of message

Excluding Words

To narrow down a search, you can specify words that should not appear in emails. To exclude words from the search results, add a minus character (-) before the word. For example:

ZDNet -download-tip returns all emails from ZDNet that do not contain download tip.

Combining Search Options

Any of the above search options can be combined. For example:

ZDNET -"Daily Update" returns all emails from ZDNet that do not contain the consecutive words Daily Update.

from:ZDNET bcontent:ACME returns all emails from ZDNet that contain ACME in the message body.

from:billing@example.com acontent:bill returns all emails from billing@example.com that have bill in any attachment.

to:recruiting@example.com -sales returns all emails to recruiting@example.com that do not contain sales in any part of the email.

from:billing@example.com to:myaddress@company.tld acontent:bill -subject:admonition returns all emails from billing@example.com to myaddress@company.tld that have bill in any attachment but do not contain admonition in the subject.

Search Criteria

The following options can be used:

Scope

• Subject - The subject line of the email is searched.
• Sender/Recipient - The "From", "To", "Cc", and "Bcc" fields are searched.
• Message Body - The plain text or HTML parts of the email are searched (depending on availability).
• File Names in Attachments - The file names of email attachments are searched.
• Attachment Content - The content of email attachments is searched. Whether attachments can be searched and to what extent depends on the specified indexing options (under Administrative Tools).

Folder

The folder to be searched can be selected here. By default, all folders that the current user can read are selected.

• Include Subfolders - If selected, not only the selected folder (e.g., Inbox) but also all subfolders created here (e.g., Inbox / Projects 2008 / Cost Optimization) are searched.

Source

All keywords or email addresses entered here are only searched in the sender field of the email.

This area supports full phrases and wildcard searches.

To/Cc/Bcc

All keywords or email addresses entered here are only searched in the recipient fields of the email.

This area supports full phrases and wildcard searches.

Date

The time period that the search will cover can be selected here. A predefined range such as Yesterday or This Year can be selected, or Custom can be selected to manually specify a certain period. In this case, the start and end dates will be included.

Size

By default, all messages are searched without considering their size. Use the appropriate fields provided to limit the search by email size, for example, at least 5 MB or between 400 and 600 KB.

Attachments

By default, all emails are searched regardless of whether they have any file attachments. To exclude certain emails such as those without attachments from the results, uncheck one of the checkboxes.

Important: Since elements like background images can be considered as attachments, these searches may not always be accurate.

Priority

Emails are searched based on the priority level assigned by the sender. If Low is selected, all emails with a priority level lower than Normal are returned. If High is selected, all emails with a priority level higher than Normal are returned. It is assumed that emails without any priority information have a Normal priority level.

About Special Characters

Words in e-mails or attachments that are indexed as a combination of alphanumeric characters (letters, numbers) and non-alphanumeric characters (space, line break, delimiter or other control characters) can only be returned in search results when searching for the alphanumeric part.

For example, when searching for ad, ad.soyad, and soyad, e-mails containing the word ad.soyad are returned.

Commonly used characters include:

• Period (.)
• Comma (,)
• Semicolon (;)
• Hyphen (-)
• Underscore (_)
• At sign (@)
• Slash and Backslash (/,)
• Null character (NUL)

Browsing the Archive

The My Archive folder contains all e-mails archived from your mailboxes. If you have read access to other users' archives, the e-mails are located in folders labeled Archive.

To list the e-mails of a specific folder, simply click on the folder name.

Email Preview

The email preview displays a message in its original formatting. For security reasons, external content and images are only downloaded and displayed upon request.

Open Email in Email Application

The Open toolbar item provides access to the Open as MSG and Open as EML functions. This allows users to open the displayed message in an external email application such as Microsoft Outlook (MSG) or Mozilla Thunderbird (EML), among others. These can be used to reply to or forward archived emails.

Email Forward

The Forward toolbar item allows the displayed message to be sent to a random email address.

Please note: This feature can only be used if the administrator has made the necessary preparations. For more information, please see SMTP Settings.

Print Email

The Print toolbar item allows users to print the displayed message.

Show Internet Headers

The Internet Headers toolbar item displays the Internet headers and all MIME parts of the displayed message.

User Menu

Settings

By default, Web Access uses the same regional settings as the user's web browser. Regional settings can also be manually specified in the Web Access settings dialog.

Help

Opens this online help website.

About

Displays legal information such as Licensing Terms and Conditions, Third-Party Licenses, and Privacy Policy.

Change Password

The user can change their MailStore password. If the default password policy is enabled, the password must comply with Password Complexity Rules. This item is only displayed if the user has the Change Password privilege and has not been authenticated by an external directory service.

Log Out

Closes the current user's Web Access session.

Source: Accessing the Archive with MailStore Web Access - MailStore Server Help