contentACCESS documentation version 3.1 with service pack

  1. Introduction to contentACCESS
    1. Services provided by contentACCESS
    2. Software requirements
  2. contentACCESS setup package
    1. Installation of contentACCESS
  3. contentACCESS components
    1. contentACCESS Central Administration
      1. Central administration login
      2. Automated single sign on
      3. Central Administration logout
      4. contentACCESS Central Administration user interface
    2. contentWEB
      1. Logging in to contentWEB
      2. Automated single sign on
    3. Virtual drive
    4. contentACCESS Web Services (Proxy)
    5. Central login page
  4. contentACCESS Tools
    1. Installing Outlook forms
    2. Legacy email archive connectors
    3. Legacy archive connector for Metalogix Archive Manager Exchange Edition (MAM EE)
    4. Legacy archive connector for Email Lifecycle Manager (ELM)
    5. Installing TECH-ARROW’s WinShortcutter
  5. Tenants in contentACCESS
    1. How to create a new tenant
    2. Tenant limitations
    3. How to provide access to a tenant (adding new tenant administrators)
    4. Tenant administrator invitation types
  6. General system configurations
    1. Connection
    2. User interface
    3. Users in contentACCESS
    4. Invitations
    5. Roles
      1. Creating roles
      2. Role details
      3. Role assignment
      4. Defining specific permissions of a role assignment
      5. Editing roles, editing role assignments
      6. General use cases of how to create/assign roles
      7. Managing access to contentACCESS objects
    6. Login providers
      1. Login providers’ context menu options
      2. External login provider configuration
      3. Associating an enabled provider with a user login
      4. contentACCESS users in third party systems
    7. System
    8. Licensing
      1. How to activate your license key
    9. Notifications
    10. Monitoring — how to find out possible misconfigurations / reasons of potential system/job failures
    11. Distributed environment in contentACCESS — Clusters
    12. Statistics
    13. How to create/configure databases — All databases
  7. Common features
    1. Databases
    2. Schedules
    3. Retentions
    4. Storages
    5. Exchange connections
      1. Exchange performance settings – turning off the Exchange throttling policies
      2. Hybrid Exchange environments in the Email Archive system
    6. Importing contentACCESS configurations from files
      1. Manual import of Exchange servers/groups/mailboxes to the contentACCESS Address book
      2. Importing File Archive root folders to be archived
  8. Creating new jobs in contentACCESS
  9. Jobs’ page, jobs’ context menu
  10. File Archive
    1. Introduction to File system archive
    2. File Archive settings
    3. Databases
    4. System settings
    5. Retentions
    6. Storages
    7. Root folders
    8. Aliases
    9. Schedules
    10. Provisioning settings and managing access to contentWEB
    11. Configuring aliases
    12. Configuration of jobs available in contentACCESS File Archive
    13. Configuration of File system archive job
    14. Configuration of a File system restore job
    15. Configuration of File system recovery job
    16. Configuration of Remote shortcutting job
    17. Active/inactive documents in File system archive
  11. Email Archive
    1. Important settings before creating an Email Archive job
    2. Database settings
    3. System settings
    4. Provisioning settings
    5. Retention settings
    6. Shortcuts in email archiving
    7. Storing of archived emails
    8. Creating email archive schedulers
    9. User experience
    10. Exchange 2013+: Mail app in OWA 2013+ or on MS Outlook 2013+ desktop version
    11. Exchange 2010: OWA 2010 integration
    12. Address book objects
    13. Granting access rights for mailbox users and explicit users to view the mailbox archive
    14. Creating contentWEB users (option 1)
    15. Manage access to a mailbox archive (option 2)
    16. Database and store assignment in email archiving
    17. How to assign database and storage to an Exchange group?
    18. How to assign database and storage to a mailbox?
    19. How to move data from source database/storage into a second (target) database/storage?
    20. Creating Email archive jobs: archive, restore, recovery, mailbox move, shortcut synchronizaion, shortcut repair
    21. Email archive job
      1. Email archive job configuration
    22. Email restore job
      1. Email restore job configuration
    23. Email recovery job
      1. Email recovery job configuration
    24. Mailbox move job
      1. Mailbox move job configration
    25. Shortcut synchronization job
      1. Shortcut synchronization job configuration
    26. Shortcut repair job
      1. Shortcut repair job configuration
    27. Public folder archiving
      1. How to configure a job to archive public folders
      2. Public folders in the contentWEB archive
      3. User permissions to public folders
      4. Public Folder archiving in hybrid Exchange environments
  12. SharePoint archive plugin
    1. SharePoint Archive settings
    2. SharePoint Archive job configuration
    3. SharePoint recovery job configuration
    4. SharePoint Publishing job
    5. SharePoint in the contentWEB archive
  13. Custom plugins
    1. Email management job configuration
    2. Storage replication plugin
    3. Sharing plugin
    4. Datengut plugin
    5. Email synchronizer plugin
  14. officeGATE
  15. accessGATE Mobile
  16. Virtual drive configurations
  17. Application settings
  18. Terms of use
  19. FAQ

11.10.Exchange 2013+: Mail app in OWA 2013+ or on MS Outlook 2013+ desktop version

Mail app is a simple end-user friendly contentACCESS feature, which was designed to manually archive/restore from/to mailboxes directly in MS Outlook desktop version or OWA 2013 (or higher), without any need to use an email archive job.

Mail app is running on the following platforms:

  • Desktop (Windows, Macintosh – on Macintosh MS Outlook 2015+ is required)
  • OWA (desktop computer, android, iOS, phone, tablet)
  • Native MS Outlook app on tablets

Native Outlook app on mobiles doesn’t support Mail app.

Important!!! Mail app prerequisites

  • Exchange 2013 or later version
  • MS Outlook 2013 or later desktop version or OWA.
  • Proxy installed over HTTPS connection.
  • Default shortcut and a default retention must be set in contentACCESS Central Administration.
  • On the System page (System tab => Services group => System button => External accessibility settings) a HTTPS alias must be configured.
  • Role “Org Custom Apps” must be assigned for the EWS user on the Email Archive System settings page, in section EWS settings. This role enables an administrator to install and manage custom apps for the organization (read more about the role here).

The administrator is required do the following configurations for manual email archiving. He has to

  1. configure a shortcut that Mail app will use and set this shortcut as default (refer to section Shortcuts in email archiving);
  2. configure a retention that Mail app will use and set this retention as default (refer to section Retentions);
  3. install the Proxy server with HTTPS connection;
  4. configure HTTPS based alias under External accessibility settings;
  5. install Mail app (section Mail app status);
  6. configure Mail app (section Mail app configuration)
  7. Activate Mail app for the desired mailboxes (section Activate mail app for).

To install Mail app, navigate to Email Archive ⇒ Settings ⇒ User experience on the ribbon, and click on Exchange 2013/2016 tab on the User experience page:

mail app configured

Mail app status

In section Mail app status you may install or remove mail app on the Exchange. To install it, click Install mail app button and wait until the installation process finishes (Screenshot A). With clicking on option Remove mail app you can uninstall this application from the Exchange; with clicking on Disable mail app the application can be globally disabled (turned off) for all Exchange groups/mailboxes (Screenshot B).

install mail app uninstall_disable mail app

Screenshot A: Installing Mail app.                                     Screenshot B: Uninstalling/disabling Mail app.

Mail app configuration

Once mail app is installed, you can set the mail app functionalities – manual archive and/or manual restore – to be used. This configuration will be applied globally for every mailbox. If manual archive and/or manual restore functionality is not allowed, the mailbox user can see a notification in the footer area of the mailapp and the button related to the disabled functionality is hidden.

This configuration is very useful e.g. if you want to allow manual restore for the users, but want to restrict manual archiving directly from the user mailboxes.

Activate mail app for Exchange servers/groups/mailboxes: The application is available for the user (in his mailbox) only in case if it’s activated for him. Once Mail app is installed and the functionality is configured, you can activate it for the mailboxes that will use this application. If Mail app is disabled, the activation settings are unavailable.

Scroll down to section “Activate mail app for”. Use option “Activate for everyone” if the application should be activated for every user. To activate it only for a given Exchange group/Exchange mailbox, click “activate for mailbox” and select the desired mailbox(es)/group(s) from the list of the Mailbox selection dialog. In this use case (refer to the pictures below) we have activated it for one user only.

Documentation367 Documentation368

It is also possible to deactivate the application for all configured Exchange groups/mailboxes (option “Deactivate for everyone”).


How Mail app works in MS Outlook 2013+ and OWA 2013+
After you have installed Mail app it is recommended to restart your Outlook.

Open your Outlook desktop, and select a message including an attachment that you would like to archive manually (1). In the reading pane, click on contentACCESS Mail app (2)… Archive email (3)… Archive (4) buttons.

The manual archiving job will use the default shortcut and retention. As we set an HTML shortcut as default, where green category has been set, our archived email will be archived with this shortcut and will be signed with green category.

In the reading pane, click on contentACCESS Mail app again. To view the original email, click on Show original email option. To download the archived attachment, click on it in the message and it will be downloaded automatically.

How to manually restore with Mail app? To restore already archived email manually, click on Restore original email ⇒ Restore in the same window:


Important!!! Turning on the Change message class option in the HTML shortcut configuration is a must if the user would like to manually restore from shortcuts, otherwise this app will not be visible in MS Outlook when trying to restore the original email.


Note: In Mail app the “split attachments” function is active by default. That means that the body of the email and the attachment are stored separately. It is good to know: if the email message containing an attachments has been previously archived by a job, where attachments were not split, then the mail app in MS Outlook will show 0 attachments.

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