barracuda message archiver beyond your mailbox. change... if it were easy, everyone would do it....

Barracuda Message ArchiverBeyond your mailbox

Change...If it were easy, everyone would do it.

Only the extraordinary embrace it for something better and new.

Icebreaker

•What is this? • Palaeolithic cave painting in Lascaux, southwestern France

•When was this? • 20,000 years ago

http://www.bradshawfoundation.com/lascaux/

Icebreaker

•Who is this? • Johannes Gutenberg, inventor of movable type

•When was this? • Around 1439

Icebreaker

•What is this? • Pony Express

•When was this? • 1860–1861

Icebreaker

•Who is this? • Alexander Graham Bell, inventor of the telephone

•When was this? • 1876

Icebreaker

•Who is this? •Guglielmo Marconi, inventor of radio

•When was this? • 1896

Icebreaker

•Who is this? •Hedy Lamarr, inventor of Frequency-hopping spread-spectrum technology

•When was this? • 1942

https://en.wikipedia.org/wiki/Frequency-hopping_spread_spectrum

Icebreaker

•Who is this? • Al Gore, sponsor of the High-Performance Computing and Communications Act

•When was this? • 1991

http://internethalloffame.org/inductees/al-gore

•What do all of these things have in common? •They were all innovations in communication •They are all obsolete today

Icebreaker

Agenda• Overview

• Don’t panic

• What are we doing?

• Why are we doing this?

• But I need it!

• New tools

• Outlook

• SmartPhone

• Web

• Exercises

• What about PST files?

Expectations?

• VBD: We will have an understandment at the end of the meeting

• Understand changes

• Capture history

• Folder changes

• Mobile questions about MaaS360, other email

• CF: Train your neighbors and friends if you have any

• Contacts in MaaS360

• SN: Learn something new, have fun, laugh, spark dialog

• VBD: Anxiety will be less Skip ahead to Feedback

Overview

• Don’t panic…stay calm.

• What? Why? BUT.!?

• Culture Change – Think Different

• New Tools

• PST Files

• The future

Don’t panic – Really we want to help!

• Have an open mind

• Listen; seriously listen

• Changing our mindsets – Mental Models

• To innovate we have to think different

• Accept that reality is changing

Let’s define our terms

•Archive • A primary source of documents that have

accumulated over the course of an organization’s lifetime

• eDiscovery• Electronic Discovery • Any process in which electronic data is

sought, located, secured, and searched with intent of using it as evidence in a civil or criminal legal case

What are we doing?• Archive Email

• Creates a single copy of every email

• Fully indexed; searchable

• More tools to be flexible

• Attachment Stubbing

• Compliance – Email is a communications tool

• Single place to search messages

• Retention policies

• Real auditing delegations

• eDiscovery

Why are we doing this?• More email readily available

• Any device, any time

• Stored messages not confined to personal folders on single systems

• Consolidated location for email retention

• Improved searching function across multiple platforms

• Reduced storage and backup requirements

• Compliance – Email is a communications tool

• Not intended for long-term fragmented-records preservation

• Preparing for the future

• Expectations are changing – New methods are becoming best practices

But I have years of email. I NEED IT!• Mental Models

• This is all I have ever used

• I must go back to emails many years ago for information

• Make this easier not harder for us

• Change….no, I don’t like change

• What will I do?

• How about how can I help?• Embrace the changes to move forward

• The old way is not flexible in today’s world

• My Old “saved” emails?

• Can I still open my PST file? – Yes!

Culture Change – Think Different• Fragmented Email Retention

• Personal Folders (PST) everywhere

• No controls; management, search

• No flexibility between systems

• Ok. I get it…Now what?...On With It….

• Introduction to new tools• More email available on any device; at any time.

• The big picture of AWC Email System• Spend less time managing your mailbox – We can offer help!

• Cloud options

New Tools – Mailbox Assistant Policy

•Mailbox Assistant Policy• Inbox – 45 Days• Sent Items – 30 Days• Deleted Items – 7 Days• All other custom folders – 6 Months• Tasks, Calendar, Notes – Unlimited• Archived Mail – 3 years • Old *.pst files – FY17

•September 21, 2015

New Tools – Outlook Add-In

• Windows Outlook Add-In• Provides integrated support

within our familiar Outlook Email Client

• Quick search access for emails on the archive

• Forward – Reply like normal emails

Exercise: Download the Outlook Add-In • Instructions on the IT SharePoint site

http://help.woodmark.com/Help/Support/EmailArchivingInstallOutlookAddIn.pdf

Exercise: Find a deleted email and forward it

Exercise: Set up Archived Mail folders in Outlook 2010/2013 1. File tab

2. Barracuda Networks

3. Configure

4. Archiver Stores

5. Add

6. Options > Sync items newer than 90 days

7. OK, OK

Exercise: Set up Archived Mail folders in Outlook 2007 1. Tools menu

2. Options

3. Barracuda Networks tab

4. Blue button

5. Archiver Stores

6. Options > Sync items newer than 90 days

7. Add

8. OK, OK

Exercise: Explore your Archived Mail • Some delay between mailbox and archive with brand new mail?

• How many messages do you have?

• Do you have any folders?

Exercise: Create a new custom folder in your mailbox

New Tools – Email Stubbing

• Why Stubbing?• A tool to help reduce mailbox size

• What is Email Stubbing• Simply a link to the actual email or attachment

• Automatically does this for you• After 7 days – messages 1MB or larger• After 30 days — messages 256KB or larger

• Can forward just like any email

• Works on any device

Exercise: Find a great big email and stub it from your Outlook • How big was it in the beginning?

• How big was it after stubbing?

• Now open it. Any trouble?

New Tools – Mac Stand-alone Utility

• Mac – Stand-alone Search Utility• Quick search access for emails on the archive

• Forward – Reply like normal emails

New Tools – Mobile Apps

• Mobile Apps for iOS and Android• Quick search access for emails on the archive

• Forward – Reply like normal emails• Resend to Me

• Get it from the MaaS360 App Catalog

Exercise: Find a deleted email and open it from your smartphone • Any trouble locating the email?

• With Advanced? (Android)

• Some delay between mailbox and archive with brand new mail?

• How many messages do you have?

• Did you notice that there are no folders?

New Tools – Web Access

•Web Browser Access• https://bma.woodmark.com• Network username/password

• Any modern browser• Full [visual] archive access• More advanced search functions

Exercise: Find a deleted email and forward it from your browser • Any trouble locating the email?

• With Basic?

• With Advanced?

• Some delay between mailbox and archive with brand new mail?

• How many messages do you have?

• Do you have any folders?

What about PST Files?

• All we know to use…• Remember…Don’t Panic

• Still will be able to access them• You can use them in Outlook • You may need to update

Outlook Rules

• We move them to a “frozen” status – Read-only

Let’s ask the hard questions

• What’s your biggest fear?

Did we meet your expectations?• Let’s review

Feedback?

Connect with us. • Really! We want to hear from you.

• Shane Nicholson Networking Project Leader II snicholson@woodmark.com (540) 535-7706

• Christy Foltz Network Specialist III cfoltz@woodmark.com (540) 535-7708

• Viqui Dill TechComm Leader vdill@woodmark.com o: (540) 535-7757 m: (540) 303-0323

• TSSs

• SolutionCenter