Archive Manager


How to Access Archive Manager


To make it easy to access Archive Manager, we’re adding an Archive Manager shortcut to the desktop and favourites of those whose GroupWise accounts have been imported.

Start Menu

Double click on either of these to be automatically logged into Archive Manager.

Archive Manager is only accessible from:

  • CITS computers and laptops connected to the network.
  • CITS Laptops working remotely and connected via Direct Access.
  • The Web at Work app on trust owned mobile devices.



Forward, Reply and Send to Me


From Archive Manager you can forward and reply to messages however if you do this from within Archive Manager the recipient will see the message has come from the unmonitored address cwl.archivemanager@nhs.net and not from your account.

We recommend you use the send to me option. When clicking this option it will automatically enter your email address into the To field.

To use Send to Me, open a message you wish to forward or reply to. Click the Send to Me button at the top of the message window.

Send to Me

You will notice that your NHSmail address appears automatically. Click Send to send the message to your NHSmail account.

Send

If you switch over to NHSmail you will see the message has arrived from Archive Manager and it’s ready to forward or reply to.

NHSmail


Searching Messages


Archive Manager allows you to search through all your imported messages. The search options appear along the top of the Archive Manager page and allow you to search by sender or recipient, subject and content, date range and attachments.

You can search all your mailboxes and folders simply by using the search field on the home page of your Archive Manager account.

Enter search criteria into the search field, select whether you would like to search subject, body, attachments or all and then click search.

Search

To search a specific folder within your account, expand your mailbox and select that folder. In this example I would like to search my GroupWise Archive Inbox folder for all messages containing “briefing”. To do this, I’ve expanded my mailbox, selected the Inbox folder from within my GroupWise Archive Folder, and entered “Briefing” into the search field. Clicking Search reveals the results.

Search Folders

Next, I would like to search only my GroupWise account for messages from CITS Service Desk between the dates of 12th May and 12th June.

To do this I select my mailbox from the left side of the page, select the To/From tab from the search area, click the browse icon next to the “To or From” field.

Search Contacts

I then enter Servicedesk into the “Search for” field and click Find People.

Find People

From the list of results I tick the box next to the address I know to be the service desk and click ok.

Select Contact

The “To or From” field is now populated with the CITS Service Desk address, I can click search here to show all results.

Click Search

To narrow the results down to May and June I select the Date Range tab, click the Between button and then in the date fields browse for the correct dates. Then, once the dates have been entered, click search.

Select Date

Four pages of results now appear for messages from the service desk between May and June. You will notice from the top of the page that your search criteria is listed. To clear the criteria and the results click Clear.

Search Criteria

I now want to search for all Microsoft Word Document attachments throughout all the accounts I have access to. To do this I select the attachments tab and in the “File Type” field enter “doc” then click search.

Search Attachments

All messages with Word Document attachments are now displayed.



Archiving NHSmail Messages


If your NHSmail account is becoming full and you need to keep older messages then Archive Manager can be setup to take a copy of those messages. This will then allow you to delete those older messages from NHSmail to free up space.

The standard arrangement for this is for Archive Manager to take a copy of any emails that have been in your account for more than 60 days. Once these messages appear in Archive Manager you are then free to delete the old messages from NHSmail and continue to reference them in Archive Manager.

To enable the archiving of your NHSmail account open Archive Manager and click on Configure Remote Access from the Options section on the left side of the page.

Configure Remote Access

Read through the agreement and then tick the I have read and agree: check box.

I have read and agree

The Local User Name field should already be populated with your ICT username. In the Local Password field enter the password you use to logon to the computer. In the Remote Email Address field enter your NHSmail email address and in the Remote Password field enter your NHSmail password.

Configure

Tick the Enable Remote Mailbox Access checkbox and then click Configure.

The page will now load for 30-60 seconds after which the page will refresh and you will see the current status at the top of the page changes to show your NHSmail email address a message at the bottom of the page will show you’ve successfully enabled access to your mailbox.

Configure

The next step will need to be completed by IT. Please contact the IT Service Desk on 01209 881717 and let them know you've completed the setup of your NHSmail account in Archive Manager. Then within 24 – 48 hours messages older than 60 days will be copied from your NHSmail account to Archive Manager. You will see your NHSmail mailbox on the left side of the screen when you open Archive Manager.



Delegating Access to your Mailbox


Archive Manager allows you to share your mailbox with your colleagues. Unfortunately you can only share your entire mailbox and not subfolders contained within the mailbox so please be sure that you’re happy for your colleagues to see all your archived messages before sharing. Please be aware that if you select the wrong name you could inadvertently give another colleague access to view your account.

To allow a colleague to view your archived mailbox right click on your mailbox and then click security.

Security

In the Find User field enter the first and last name of the colleague with whom you’d like to share your mailbox and click Search.

Colleague Search

When their name appears click the tick box next to your colleague’s name and click add to mailbox.

Add to mailbox

Their name will then appear on the left side of the window under the “Users who can access mailbox” heading. Click the X in the top right of the window when you’ve finished adding users.

Close Window

The user you’ve added will then be able to visit the archive manager page and view your mailbox.

If your colleague’s name appeared twice in the Find User list, it will normally be the second option that you will need to select to give your colleague access to your mailbox. Ask your colleague to check whether they can now see your mailbox in their archive manager account. If not then remove access immediately as you may have given another colleague with the same name access to your account.

To remove access from your mailbox right click on the mailbox and select security.

Security

From the “Users who can access Mailbox” list tick the box next to their name and then click Remove Access. When you’ve finished, click the X in the top right of the window.

Remove Access

If you need assistance with this then please contact the CITS service desk.



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