Attachment Storage Using the Outlook Extension
Using the Outlook Extension, you can:
- Identify attachments that you don’t want to have stored. For more information refer to Keep attachments with a message.
- View stored attachments, leaving them in storage. For more information refer to View stored attachments.
- Return attachments that have been stored to your mailbox. For more information refer to Download an attachment that has been stored.
- Allow attachments you have downloaded to return to storage. For more information refer to Allow a downloaded attachment to return to storage.
For each email message, you can view stored attachments individually. But when choosing to keep or store attachments, your action controls all the attachments in the email message that meet the size and age criteria set by your administrator. In other words, if you have two large attachments in one email message, you can’t choose to keep one and store the other one, all attachments in one email must be stored or kept.
Email attachments that meet the size and age criteria are moved into storage at intervals defined by your administrator. When an attachment has been moved to storage by the collection process, the following occurs:
- The regular mail message icon may be replaced by one with a purple paper clip.
- The Attachments field of the email is changed to contain an HTML link for each stored item. If the item is an inline attachment, a marker appears in the same place in the email as the attachment did. The link looks like this: ArchivedMessages-attachment name.html
- The Forward message functionality is disabled for the email message. To forward messages with attachments, you must return the attachments to your local mailbox using the Keep Attachments with Message function first.
TIP
To send the message text but not the attachment, use the Reply function and change the email address in the TO field.
Actions available in Outlook Extension:
Keep attachments with a message
To keep attachments with a message in Microsoft Outlook when using the Outlook Extension:
- When you receive an email with large attachments in your Inbox, right-click the message in the message list to display the Continuity Archive menu.
- Select Keep Attachments with Message. This makes the attachment collection process bypass attachments for this individual email. The mail message icon changes from its normal appearance to a locked attachment icon.
View stored attachments
To view stored attachments in Microsoft Outlook when using the Outlook Extension, but leave them in storage, double-click the ArchivedMessages-attachment name.html link in the Attachment field of the email.
The attachment appears in a separate window.
NOTE
In some cases you may be asked to submit your Aurea Messaging Solutions password.
Download an attachment that has been stored
To download an attachment in Microsoft Outlook when using the Outlook Extension, when it had been stored:
- Right-click the message in the message list to display the Continuity Archive Menu.
- Select Keep Attachments with Message.
The attachments are retrieved from storage and kept in your Inbox. Note that depending on the size of the attachments, you might have to wait a few moments.
Allow a downloaded attachment to return to storage
To allow a downloaded attachment to return to storage (or store attachments previously kept with your message) in Microsoft Outlook when using the Outlook Extension:
- Right-click the message in the message list to display the Continuity Archive Menu.
- Select Move Attachments to Continuity Archive.
NOTE
Attachments are not immediately moved to storage. Your action makes the attachments eligible for storage. The actual move takes place according to the policies and schedule set by your administrator.