New Add-ins to Enhance Outlook

May 8, 2015

Barracuda Outlook Add-ins

The "Mark as Spam" add-in will allow you to mark an email as 'Spam' or 'Not Spam' from your Outlook inbox. You will find this new option on the Outlook ribbon in a new group named 'Barracuda Networks'. You will also notice a new "Archive' command in the same group. I will be giving instructions for both in this newsletter.

Classifying E-mail Messages as Spam or Not-Spam


Using the Microsoft Outlook Add-in


After downloading and installing the add-in, you can begin classifying messages using the green checkmark and the red X buttons in your MS Outlook ribbon. The green button marks messages as not spam and the red button marks messages as spam.

The MS Outlook add-in is configured to automatically:

  • Whitelist email addresses associated with sent messages and new contacts
  • Move spam-declared messages to the Deleted Items folder in your mail client
  • Whitelist the 'From:' email address within 'Not-Spam'-declared messages.
To review Managing the Spam Software Filter Interface instructions that were sent out in March, please click on the link above.

Barracuda Message Archiver

Introduction

The Barracuda Message Archiver Outlook Add-in allows you to perform various functions with messages that are stored on your organization's Barracuda Message Archiver, including:

  • Search for archived messages and other Outlook data, such as Contacts;
  • View and interact with (forward, reply to, etc.) all of your archived Outlook items;
  • Access stubbed attachments;
  • Archive messages.

These functions are available directly from within Microsoft Outlook, allowing transparent access to your messages and attachments, all with no browser interaction required. All that is needed is a network connection to your organization’s mail server and to the Barracuda Message Archiver.

Logging In

The first time you use the Barracuda Message Archiver Outlook Add-in, you are prompted to enter your login credentials:





Once you enter these details and click OK, Microsoft Outlook automatically remembers your login credentials, and there is no need to enter this information again unless you change your password. If you forget your password or are unable to access the Barracuda Message Archiver Outlook Add-in, contact your system administrator.

Setting Up your Archiver Store

When you first log in to Archiver, it prompts you to create a store. Follow the instructions below...it is very easy! Leave 'Automatically stub attachments when archiving'. This will include any attachments in the archived message.


1. Click 'Add'

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2. Leave the default, 'Archived Mail' and click 'OK'.
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3. Leave 'Sync everything' selected and click 'OK".
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There will be a new addition to the bottom of the folders in your Inbox named 'Archived Mail. Click the arrow to the left of 'Archived Mail' and your inbox folders will be duplicated and the archived mail will be in these folders.


To search for an item in regular or archived mail, enter the search criteria, click the 'Current Folder' drop down and select 'All Outlook Item's. This searches all folders.

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Using the Barracuda Message Archiver Outlook Add-In

The Barracuda Message Archiver administrator has deployed the Barracuda Message

Archiver Outlook Add-in, and the tools display on the Outlook ribbon in the Barracuda Network group. If you do not see this group on your Outlook ribbon, please notify your CTS.

Archiving Messages

The Barracuda Message Archiver Outlook Add-in tool includes an option to immediately archive a selected item(s) to the Barracuda Message Archiver. Additionally, if the Automatically stub attachments when archiving option is turned, and you click the Archive Attachments icon:



  • A copy of the complete selected item(s) is stored on the Barracuda Message Archiver; and
  • On your mail server, any message attachments that are in the body of an original message(s) are replaced with references to the archived attachment on the Barracuda Message Archiver.



This process is known as “attachment stubbing”, and helps to reduce the size of both your personal inbox and mail server storage.

How To Archive a Message


  1. Select the desired item(s) in Outlook, and click the Archive Attachments icon; a progress window displays while the item(s) are archived.
  2. Once the item(s) is successfully archived, any message attachments display as hyperlinks in the Outlook message preview. Click on a hyperlink to view the attachment.
  3. Double-click the archived message to open it in the message view; attachments display with icons as they normally would in Outlook.
  4. When you click the attachment hyperlink or double-click the archived message, the attachment is retrieved form the Barracuda Message Archiver, allowing you to view or save it in the same manner as an attachment in any other message.



Note: Using this feature immediately sends the message for archiving; however, if the Barracuda Message Archiver is currently in the midst of archiving other messages, it may be a matter of minutes or even hours before the archived attachments are available. Once archived, the message appears in the Barracuda Message Archiver Outlook Add-in search results.


Note: Forwarding an archived message automatically includes any attachments in that message as part of the forwarded message. However, a reply to such a message does not automatically include attachments, and the original archived message remains stubbed.

Searching


To search archived items, click the 'Search Archive' icon to open the Barracuda

Message Archiver Search dialog box:


Use the 'Look for' drop-down menu to select the type of item you wish to search for;

select Any type of Item, Appointments, Contacts, Messages, Notes, or Tasks.

Use the In drop-down list to select the search location. Select All data to search

everywhere, or select Specific folders to specify one or more folders in which to search.

Select the desired folders in the Select Folders pop-up, and click OK to perform the

search.

Additional Search Criteria

Click the Advanced tab in the Barracuda Message Archiver Search dialog box to specify additional search criteria based on attachments and tags.


Note: Any search criteria specified in the Advanced tab is used in conjunction with the criteria specified in the selected search item type search tab. Keywords in the Advanced tab must be alpha-numeric characters, and are not case sensitive.

Message Results

All messages that match the specified criteria are returned in the search window. Double-click an item to open it in Outlook, or right-click to select an action to perform on the selected item.