![]() Now you archive their reply to move it out of your inbox. For example, you send a message to a correspondent and they reply. ![]() The inbox label has been removed and that’s basically all the archive button does.Īn interesting fact about archiving messages is that when you archive an incoming email to hide it from your inbox, it will automatically reappear in your inbox when someone replies to it. The message will however still remain under the “Test” label and also under “All Mail”. Alternatively in list view hover with your mouse over the email and click the archive icon that appears to the right of the email subject, or swipe left on a smartphone.īelow is an image of the archive icon above the email when the email is open. To archive an email in Gmail, open the message and click the archive icon (the leftmost icon in the row of icons above the email subject). To kick this off, let’s get started with the basics first. In this article I will cover everything you need to know so that you know exactly where to find each email that was ever sent to you and never lose any message again. What’s more, there’s also the option to mute messages in Gmail, which many people don’t know. There’s a lot of opportunity to work intelligently with Gmail and archiving so you can optimize your inbox management but not everyone gets it right. As a result, searching for a group with eDiscovery Manager might display multiple results, one for each of the recipients.Many Gmail users are not entirely sure where archived Gmail messages go or how long archived email will stay in Gmail. In this case, multiple instances of the email might be archived, while attachments can be deduplicated. This problem occurs if the copies have slightly different receive dates. However, there might be cases where external recipients are not available for eDiscovery, because they were part of a group.Īnother limitation is that, as the IBM Content Collector SMTP Receiver receives multiple copies of the same email, some copies cannot be deduplicated. This copy includes BCC information for Ted.Īs Dave is not part of the organization, there is no information in the data that IBM Content Collector receives that the email has also been delivered to Dave.įrom an eDiscovery perspective, this means that all internal recipients are available for eDiscovery. Because receiving routing is configured, IBM Content Collector receives a distinct email for each internal recipient, in addition to the sent copy that is delivered because of sending routing.įor the given example, IBM Content Collector receives the following copies: In the Gmail dual-delivery scenario, the group expansion is done by Gmail. That means that the information about who is part of the group Marketing is preserved with the email. Mail systems that use journaling preserve one copy of the email that was sent in the journal, including information about who the email has been delivered to. Furthermore, Ted is added as BCC recipient to the email. Dave is not part of the organization and has an external email account. These limitations become apparent in the following scenario:Īlice sends an email to a group named Marketing, which consists of Bob, Carol, and Dave. This difference causes some restrictions and limitations for archiving and eDiscovery scenarios when Google mail for Business is used. One of these mail servers is the IBM Content Collector SMTP Receiver. Unlike journaling, where all documents that are received or sent are stored in one central place for compliance, dual delivery delivers the original email to multiple mail servers. If the header is not present, internal recipients of groups are not searchable. This header triggers the extraction of the received header from the message in the IBM Content Collector SMTP Connector. Add an additional header X-AFU-RECV-HEADER-JRNL:true to be included in every email that is sent to IBM Content Collector. Secure connections to the IBM Content Collector SMTP Receiver as described in the information center:Ĭonfigure sending routing for outbound email and receiving routing for inbound email and internal-receiving email.Check the Require TLS delivery option for the host that is defined as target for email in Gmail.You should always use SSL/TLS to secure the communication between IBM Content Collector and Gmail. Follow the descriptions for Sending routing - Use dual delivery to deliver outbound mail to both Gmail and an external archiving server and Receiving routing - Use dual delivery to deliver mail to both Gmail and an external server. To configure Google Mail for Business to forward email to IBM Content Collector, see the document Mail routing and delivery: Guidelines and best practices.
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