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