14 - Advanced Search Dashboard

Michael Tawil
Michael Tawil
  • Updated

What is Advanced Search?

Advanced search lets you search email content using multiple search criteria:  

You can search by using any one or more of the below attributes for emails and email accounts backed up or archived with us. 

  • Email Accounts – search within one or more email account(s) 
  • Department – search within a department
  • Date Range – search within a date range
  • To / CC / BCC – search in To / CC / BCC fields of an email o johndoe@yourdomain.com can be searched by keywords johndoe, john, joh, jo, j, do or johndoe@yourdomain.com. For a faster search, please try to use a large search string
    • If you want to search a group of emails, you can search with: “@yourdomain.com.” Do not use ‘@domain” as a keyword only, as there can be emails with @yourdomain.com & @domain2.com
  • TO – search in the To field of an email - johndoe@yourdomain.com can be searched by keywords johndoe, john, joh, jo, j, do or johndoe@yourdomain.com. For a faster search, please try to use a large search string
    • If you want to search a group of emails, you can search with: “@yourdomain.com.” Do not use ‘@domain” as a keyword only, as there can be emails with @yourdomain.com & @yourdomain2.com
  • CC – search in the CC field of an email - johndoe@yourdomain.com can be searched by keywords johndoe, john, joh, jo, j, do, or johndoe@yourdomain.com. For a faster search, please try to use a large search string
    • If you want to search a group of emails, you can search with: “@yourdomain.com.” Do not use ‘@domain” as a keyword only, as there can be emails with @yourdomain.com & @yourdomain2.com
  • BCC – search in BCC fields of an email - johndoe@yourdomain.com can be searched by keywords johndoe, john, joh, jo, j, do or johndoe@yourdomain.com
    • For a more efficient search, try to use a detailed search string. If you want to search a group of emails, you can search with: “@yourdomain.com.” Do not use ‘@yourdomain” as a keyword only, as there can be emails with @yourdomain.com & @yourdomain2.com
  • From – search in from the field of an email - johndoe@yourdomain.com can be searched by keywords johndoe, john, joh, jo, j, do or johndoe@yourdomain.com. If you want to search a group of emails, you can search with: “@yourdomain.com.” Do not use ‘@yourdomain” as a keyword only, as there can be emails with @yourdomain.com & @yourdomain2.com
  • Keyword (Includes Subject, Header, Body, Attachment) – Basic keyword search.
    •  Any keyword before a comma is counted as one keyword
    • Ex: If the keyword is: the hills, high, very high mountain, then the keywords are "the hills," "high," and "very high mountain." 
  • Subject – Search in the subject of the email 
  • Email Header – search in email header 
  • Body – search in the email body 
  • Attachment – search within attachments – both content and file name
  • Size (KB) – Search for emails greater than or less than a specific size 
  • Tag – search for email tags 
  • Legal hold -search emails with legal hold 
  • Folder – search within a folder 
  • Archive Message ID: Search for any message whose message ID is known

 

What can we do with the results of an advanced search? 

You can download, migrate, and restore emails from the search results of an advanced search.  

 

How To Set Search Criteria

  1. Go to "Advanced Search"
  2. If the needed criteria are not showing by default, click on "Add More Criteria(s)"
  3. Select the criteria you want to search for
  4. Fill out the desired search criteria and click “Search
  5. This will show all results based on the set criteria

 

How To Download, Restore, and Migrate from Advanced Search Results

  1. Generate email search results based on the chosen criteria (see "How to Set Search Criteria" above)
  2. Please select the emails you want to Download, Restore or Migrate
    1. You can select one message, all messages on the page, or all emails from the result
  3. After selecting email(s), click the "Download, Restore, or Migrate" button

 

Tips to Optimize Free Text Search  

  • Use comma to separate values: Use comma (,) to separate email or keywords, e.g.: john@example.com, emma@example.com, Robert, Steven
  • Special Characters are not allowed, except the currency symbols (e.g., $) and ‘_”
  • Any phrase before comma is counted as one keyword
    • For example, someone types phrases: the hills, high, very high mountain
      • Then, the keywords will be "the hills," "high," and "very high mountain"
  • johndoe@yourdomain.com can be searched through these keywords: johndoe, john, joh, jo, j, do, or johndoe@yourdomain.com. For a faster search, please try to use a large search string
  • If you want to search a group of emails, you can look for the keyword “@yourdomain.com”
  • Do not use ‘@domain’ only as a keyword, considering emails with ‘@yourdomain.com’ & ‘@yourdomain2.com’ can be used.

 

Search Internal Emails

Internal Emails’ refer to emails distributed only within the company's internals. For example, the CEO sent an email to the sales team.

To / CC / BCC Only IN @yourdomain.com AND
From Only IN @yourdomain.com  

 

Search External Emails

External Emails’ refer to emails that are distributed outside the company. E.g., Quotation emails from your sales representative to the customers.

To / CC / BCC Not IN @yourdomain.com OR
From Not IN @yourdomain.com  

 

Inbound Emails

Inbound Emails’ refer to emails that the company receives.

Folder Not IN Sent Items

Outbound emails

Outbound Emails’ refer to emails that the company employees send.

Folder IN Sent Items

 

What is the AND / OR Operator Logic?

  • When selecting more than one search criteria
    • Select the operator AND / OR for each criterion
    • We will resolve the search criteria from top to bottom 

For example, if you create a search using the following criteria: 

  • Criteria C1 AND
  • Criteria C2 OR
  • Criteria C3 AND
  • Criteria C4

The system will process it as 

(C1 AND C2) OR (C3 AND C4)

This is essentially two separate searches with the results merged

 

 

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