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Web Access

The responsive Web Access makes the archive accessible through any current internet browser on any device. This way, important functions such as browsing and viewing archived messages can be made available without having to install additional software.

Accessing Web Access

To log in to the Web Access, fill out the Username field and click Next.

MailStore Cloud now determines how the user is to be authenticated.

• If MailStore Cloud is able to verify the user’s credentials itself, the password dialog appears. Enter the password into the Password field and click on Log in.
• If the user authenticates against Microsoft 365 or Google Workspace, the web browser will be redirected to allow authentication through Microsoft’s or Google’s authentication service.

Multi-Factor Authentication

If you are access the archive using a user that is not authenticating against Microsoft 365 or Google Workspace and your administrator has activated multi-factor authentication (MFA) for your account, you will be prompted to scan a QR code using a compatible authenticator app (e.g. Google Authenticator) during your first login.

Enter the MFA code displayed by the authenticator app into the appropriate text field. During subsequent logins, you will only be asked to enter the MFA code but do not have to scan the QR code again.

By selecting “Trust this device for the next 14 days”, a token will be stored in the local storage of the browser. The token will be transferred during the login process and as long as it is valid, the MFA code does not have to be entered during the next 14 days.

Mandatory Password Change

If the user logs in for the first time or their password was changed by an administrator since their last login, the user will be prompted to mandatorily choose a new password. The new password must match the passwords requirements.

Search Archive

Searching for Word Fragments

To display all emails containing a word with a particular fragment, use the wildcard character (*). For example,

auto*

 will return emails with auto, automatic, automobile, etc.

*ability

will return emails with ability, capability, probability, etc.

Searching for Words with unknown letters

To view all emails containing a word where you do not know how to spell it correctly, you can use the question mark (?). For example,

Me?er

would find emails with Meier and Meyer, but not Maier.

The question mark (?) cannot be used at the beginning of a word or at the end of a word, use the wildcard character (*) instead.

Searching for Phrases

The search for words appearing consecutively and in a specific order, use quotation marks. For example,

"Microsoft Windows" 

will return the text Microsoft Windows, but not Microsoft Works or Windows 95.

Phrases cannot contain the wildcard characters (?) and (*).

Search Operators

Search queries for texts can be combined with AND, OR and brackets to more complex searches. If you are using AND and OR in the same search query, AND has precedence over OR. If no operator is provided, query segments are combined with AND. Examples:

apples oranges

will return emails which contain both apples and oranges.

apples AND oranges

 will return emails which contain both apples and oranges.

apples OR oranges

will return emails which contain apples or oranges or both.

apples AND oranges OR pears

will return emails which contain apples and oranges and emails which contain pears.

You can create groups of criteria to modify the behavior using brackets. Make sure that all opening brackets are accompanied by closing brackets.

apples AND (oranges OR pears OR cherries)

will return emails which contain apples, if they also contain oranges, pears or cherries.

apples AND (oranges OR (pears AND cherries))

will return emails which contain apples, if they also contain oranges or pears and cherries.

You can also negate filters by using the NOT operator. The NOT operator can be applied to a single filter or to a filter group.

apples AND NOT oranges

will return emails which contain apples, if they do not also contain oranges.

apples AND NOT (oranges OR pears)

will return emails which contain apples, if they also contain neither oranges nor pears.

NOT "Microsoft Windows"

will return emails which do not contain the phase Microsoft Windows

About Special Characters

Words inside indexed emails or attachments, which are a combination of alphanumeric (letters, digits) and non-alphanumeric characters (white space, line break, delimiter or other control characters), may be returned in search results when searching for the alphanumerical part only.

For instance, when searching for firstname, firstname.lastname or lastname, e-mails containing the word firstname.lastname will be returned.

Separators and control characters that cause this behavior:

• Period (.)
• Comma (,)
• Semicolon (;)
• Hyphen (-)
• Underscore (_)
• AT-Sign (@)
• Slash & Backslash (/, )
• Null character (NUL)

When the original text was divided by a different character, e.g. firstname(lastname, then only the full term is present in the index and one has to know the full term or has to use the wildcard character (*) to find emails containing that text.

Special characters at the beginning and the end of text are stripped and not present in the search index. It cannot be searched for these characters.

Invalid Characters

There are a few characters that are not allowed in search queries and are rejected with an error message if used outside of a phrase.

• Plus (+)
• Hyphen (-)
• Tilde (~)

In addition to these, double quotes (“) can only be used to define phrases.

Searching for Email Addresses and Domains

Special characters need to be taken into account when searching for email addresses, domains or file name. Searching for an complete email address like [email protected] is technically the same as the search for firstname lastname domain com and will return any emails that contain all four terms anywhere in the email. A phrase search improves this search result, but it would still return emails that include firstname lastname domain com as a phrase anywhere in the email.

"[email protected]"

will return emails which contain [email protected] but will also return emails that contain the phrase “firstname lastname domain com”.

[email protected]

will return emails which contain [email protected], but will also return emails that contain firstname, lastname, domain and com anywhere in the email.

"domain.com"

will return emails which contain domain.com, but will also return emails that contain the phrase domain com.

domain.com

will return emails which contain domain.com, but will also return emails that domain and com anywhere in the email.

Searching for File Names

Searching for a file by its full name behaves in the same way as for email addresses and domains. Using phrase search might improve your search result.

If you want to search for all emails that contain a certain attachment type (e.g. PDF), you might be tempted to search for *.pdf but this does not work. Instead open the advanced search, enter PDF as search query and set the scope to Attachment File Names.

Search Criteria

The following options are available in the extended search:

Scope

• Subject – The subject line of the email is searched.
• Sender/Recipient – The fields “From”, “To”, “Cc”, and “Bcc” are searched.
• Message body – The text-only or HTML sections of the email are searched (depending on availability).
• Attachments File Names – The file names of the email attachments are searched.
• Attachment Contents – The contents of the email attachments are searched.

Folder

The folder to be searched can be selected here. By default, all folders readable by the current user are selected.

• Include subfolder – If selected, not only the selected folder (e.g. Inbox) is searched, but also all subfolders created therein (e.g. Inbox / Projects 2008 / Profit Optimization).

From

Any keywords or email addresses entered here are searched for within the email’s sender field only. Phrases and wildcard searches are supported in this field.

To/Cc/Bcc

Any keywords or email addresses entered here are searched for within the email’s recipient fields only. Phrases and wildcard searches are supported in this field.

Date

The time frame the search is to cover can be chosen here. Either a predefined range, such as Yesterday or This year, can be selected or, by choosing Custom, a specific period can be specified manually. In this case, the start and end dates will be included.

Size

By default, all messages are searched regardless of their size. Use the appropriate fields provided to limit the search according to the size of the emails, e.g. at least 5 MB or between 400 and 600 KB.

Attachments

By default, all messages are searched, regardless of whether or not they have any file attachments. Clear one of the check boxes to remove certain emails, such as those without attachments, from the results.

Important: These searches can be imprecise at times because items like background pictures could be regarded as attachments.

Priority

Emails are searched according to the priority level of the email as assigned by the sender. When choosing Low, all emails with a priority level lower than Normal are returned, when choosing High, all emails with a priority level higher than Normal are returned. Emails not containing any information regarding priority are assumed to have a priority level of Normal.

Exporting Emails

MailStore Cloud offers Compliance users the possibility to export emails. The export will be stored in the MailStore Cloud and can be downloaded from Admin Access.

As a Compliance users you can start an export for any search result in Web Access. To export a complete mailbox for example you should use an extended search to search for that mailbox and include all subfolders.

In the search result list click on the button ‘Export all mails’. You must provide a name for the export and then click on ‘OK’.

After the export was started you can click on the link ‘Open export in Admin Access’ to directly navigate to the Exports List in Admin Access.

As the export runs asynchronous and depending on the number of exported emails it can take some time until the export is available and can be downloaded.

See the Admin Access Exports article for more information on the concepts of exports in MailStore Cloud.

Browse Archive

The section Archive Mailboxes contains all emails that were archived from your mailboxes. If you have read-access to the archives of other users, their emails are located in the section labeled Shares. If you have access to mailboxes that were migrated from MailStore Server or SPE, those mailboxes will be displayed in the section labeled Imported Archive Mailboxes.

To list the emails of a specific folder, simply click on the folder name.

Email Preview

The email preview displays a message with its original formatting. For security reasons, contents and images that are referenced externally will be downloaded and displayed only upon request.

Retention Date

If there is a retention policy that applies to this mail, the retention date will be shown in the header besides the archive date.

Open Email in Email Application

The toolbar item Open provides access to the functions Open as MSG and Open as EML. This allows users to open the displayed message in an external email application such as Microsoft Outlook (MSG), Mozilla Thunderbird (EML) or other. These may be used to answer or forward archived emails.

Print Email

The toolbar item Print allows users to print the displayed message.

Resending Emails

The toolbar item Resend allows users to send one or more emails as attachments of a new email.

Note: The Resend menu item will only be available if your MailStore administrator added a “Sending Mail” configuration.

• After clicking the toolbar item, a dialog is displayed to specify the target email address.
• Up to 10 emails at a time can be resent, which would result in one mail with 10 attachments.
• This process is audited.

User Menu

Settings

By default, the Web Access uses the same regional settings as the user’s web browser. The regional settings can also be specified manually in the Web Access Settings dialog.

Help

Opens the online help website.

About

Displays legal information such as Licensing Terms and Conditions, 3rd Party Licenses, and Privacy Policy.

Change Password

The user can change the MailStore password. If the password policy, which is enabled by default, is active, the password must meet the complexity rules. This item is only shown if the user has the Change Password privilege and is not authenticated against an external directory service.

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