Introduction

Mail Archive Service that provides an automated process for preserving and protecting all inbound and outbound email messages (as well as attachments and metadata) so they can be accessed at a later date should the need arise.

Graphical User Interface (GUI)

Mail Archive Service simple and intuitive GUI can be accessed using a browser.

Mail Archive Service - GUI.png

2.1 User Account Settings

Mail Archive Service GUI allows users to set the preferred language, page length and theme, as shown below:

Mail Archive Service - User Settings.png

Email Searching

3.1 Simple Search

By default users can enter the search terms into a text field, and the web interface splits them into components, guesses the format of the components, and builds up a search query.

For example,

  • By typing 2019-01-01, the mail archive service recognises it's a date and will search emails with that date.
  • By typing  the @ sign, the mail archive service interprets you are searching for an email address.

Mail Archive Service - Simple Search - Date Example.png

3.2 Advanced Search

If you need a finer search query, then click on the down arrow at the right corner of the search field, and a popup layer appears where you can specify the sender, recipient, subject, attachment, dates, etc. Then click on the “Search” button, and you get the search results.

Mail Archive Service - Advanced Search.png

3.3 Expert Search

There is another way for a more detailed search query. You may specify different labels, such as “from:”, “to:”, “subject”, etc. and pass some values. It's called expert search.

It's also possible to use wildcards while searching. if you are not sure about a word, then it may be enough to enter the beginning of the word, then an asterisk "*", eg. encryp*, and the mail archive service will look for all the emails that contains for instance “encrypt”, “encrypted” or “encryption”, etc. Note that by default you need 6 characters and then *.

You may specify the following fields:

from:sender address
to:recipient address
subject:subject of the message
body:body of the message
date1:from ('not before') date (YYYY-MM-DD 00:00:00)
date2:to ('not after') date (YYYY-MM-DD 23:59:59)
size:size of the message in bytes
direction:direction of the message
d:same as direction
attachment:attachment type, possible values: word, excel, powerpoint, pdf, compressed, text, odf, image, audio, video, flash, other, any
a:same as attachment

3.3.1 Expert search examples

1) Email from ITAF before 2019.04.09 00:00:00:

  • date2: 2012-02-28, from: @itaf.eu

Mail Archive Service - Expert Search Example.png

2) Email from Agent Smith:

  • from: Agent Smith

3) Email to someone in ITAF after 2018.01.31:

  • date1: 2012-01-31, to: @itaf.eu

4) Email from jane@aaa.fu OR bill@aaa.fu on 2019.01.15 having any kind of attachment:

  • date1:2019-01-15, date2:2019-01-15, from: jane@aaa.fu, bill@aaa.fu, attachment:any

5) Paypal spam bigger than 200 kB spoofing my email address as the sender, and having 'order' in the body

  • size:>.2M, subject: Paypal, body: order, from: my@email.address

3.3.2 Additional notes

By hitting the 'Search' button without entering any search criteria, the mail archive service returns the newest 1000 messages in a paged style. The search engine has a limit (1000 by default) on the returned results.

You can use any "sphinx operators", eg. |, &, «, for the subject and body fields.

The entered search phrases are in explicit Boolean AND relation, eg. cat dog means that the document has to contain both cat and dog.

Some examples:

  • cat dog = having cat and dog (order is not important)
  • cat OR dog = having cat or dog
  • cat | dog = having cat or dog
  • "cat dog" = having the expression
  • "cat dog" !dog = not having dog
  • -dog = not having dog
  • "cat dog"~10 = proximity search
  • cat << dog = before operator: cat has to precede dog

More details about extended query syntax are available on the sphinx search site 

3.4 Save Search Criteria

The mail archive service allows you to save the search criteria for later use by clicking on the “Save” button. If you have any saved searches click on the “Load” button to have them shown, then you can run the saved search by clicking on it.

Mail Archive Service - Save Search.png

Search Results

Once you get search results, then:

1) It is possible to view any of the messages in the result by clicking on it.

Mail Archive Service - Search Result View.png

2) It possible to download a message as Electronic Mail Format (EML file) which is standard format used Microsoft Outlook as well as some other email programs.  

Mail Archive Service - Search Results - Download EML.png

3) You download multiple messages as a zip file. To do so, click on the bulk download icon as shown below:

Mail Archive Service - Search Results - Download ZIP.png

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