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 [email protected] (540) 535-7706
• Christy Foltz Network Specialist III [email protected] (540) 535-7708
• Viqui Dill TechComm Leader [email protected] o: (540) 535-7757 m: (540) 303-0323
• TSSs
• SolutionCenter