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Search Across Mailboxes

If you are a BYOS customer, you can use the Search for E-mails across Mailboxes feature to search through index data to compile a list of mailboxes with specific messages. The search results offer a target to manually purge information if needed.

To search across mailboxes using this tool, complete the following steps:

  1. Export Encryption Key for Exchange Online

  2. Search for E-mails Across Mailboxes Using this Tool

Export Encryption Key for Exchange Online

The backup data generated by AvePoint Cloud Backup is encrypted. You need an encryption key to help you decrypt the mailbox backup data during the search. Your tenant administrator in the AvePoint Online Services platform can export the encryption key from the AvePoint Cloud Backup for Microsoft 365 interface directly.

To export the encryption key for Exchange Online mailboxes, complete the steps below:

  1. Go to the AvePoint Cloud Backup for Microsoft 365 interface.

  2. Navigate to Settings > Security > Encryption Keys.

  3. Set a password for encryption keys and click the Apply button to apply the password. The password is used to access the encryption keys in the standalone tool. You can also configure whether to allow AvePoint Cloud Backup for Microsoft 365 to copy the encryption keys to your BYOS storage weekly.

  4. The Encryption Key panel.

  5. To generate and download the encryption key for Exchange Online, click the Generate button next to it, and then click Download to download the ZIP file and save it to your local computer.

    If you have performed backups or updated the password after the last time you generated the key, click Regenerate to regenerate the key for the updated backup data and download the file again.

Search for E-mails Across Mailboxes Using this Tool

Follow these steps to search for emails with specific subjects:

  1. In the extracted package folder, find the StandaloneTool.exe file.

  2. Double-click the StandaloneTool.exe application file. The AvePoint Cloud Backup for Microsoft Standalone Tool window appears.

  3. Click Search for E-mails across Mailboxes.

  4. In the Backup Data Location step, the Date Type field displays only the Exchange Online Mailbox.

  5. Then select the storage type and configure the storage information. So far, this tool has supported the following storage types.

    Complete the storage information for

    FTP:

    • Host - Enter the host of the FTP server.

    • Port - Enter the port of the FTP server.

    • Folder - Enter the folder name where the backup data resides.

    • Username and Password - Enter the user credentials to access the FTP storage.

    • Extended Parameters – Enter the following extended parameters if necessary. If you have multiple parameters to enter, press Enter on the keyboard to separate the parameters. Refer to the instructions below to add parameters:

      • verifyindexdbsize=false – By default, Cloud Backup jobs check the index database file size when uploading index. If your FTP server does not support obtaining file size on device, you can use this parameter. This parameter is not recommended as it may risk of the index database loss.

      • IsRetry – Whether or not to try again when Cloud Backup fails to write the data in the physical device.

        • If you enter IsRetry=true, it will try again when Cloud Backup fails to write the data in the physical device.

        • If you enter IsRetry=false, it will not try again when Cloud Backup fails to write the data in the physical device.

      • RetryInterval – Customize the retry interval when the network connection is interrupted. You are allowed to enter any positive integer between 0 and 2147483646 (the unit is second). For example, RetryInterval=30 means that it will try to reconnect every 30 seconds.

      • If you do not configure this parameter, the value is 30 seconds by default.

      • RetryCount – Customize the reconnection times after the network connection is interrupted. You are allowed to enter any positive integer between 0 and 9. For example, RetryCount=9 represents when the network connection is interrupted. It can reconnect at most 9 times.

      • If you do not configure this parameter, the value is 6 by default.

    Microsoft Azure Blob Storage:

    • Access Point - Enter the URL for the Blob Storage Service. The default URL is https://blob.core.windows.net.

    • Container Name - Enter the container name you wish to access.

    • Account Name - Enter the corresponding account name to access the specified container.

    • Account Key - Enter the corresponding account key to access the specified container.

    • Extended Parameters – Enter the following extended parameters if necessary. If you have multiple parameters to enter, press Enter on your keyboard to separate the parameters. Refer to the instructions below to add parameters.

      • RetryInterval – Customize the retry interval when the network connection is interrupted. You are allowed to enter any positive integer between 0 and 2147483646 (the unit is millisecond). For example, RetryInterval=30000 means that it will try to reconnect every 30000 milliseconds.

      • If you do not configure this parameter, the value is 30000 milliseconds by default.

      • RetryCount – Customize the reconnection times after the network connection is interrupted. You are allowed to enter any positive integer between 0 and 9. For example, RetryCount=9 represents when the network connection is interrupted. It can reconnect at most 9 times.

      • If you do not configure this parameter, the value is 6 by default.

      • CustomizedMetadata – Configure if customized metadata or user-added metadata is supported. By default, customized metadata and user-added metadata are all supported.

      • CustomizedMode=Close **–**This physical device will not support customized metadata or user-added metadata.

      • CustomizedMode=SupportAll – This physical device will support all customized metadata and user-added metadata.

      • CustomizedMode=CustomizedOnly – This physical device will only support user-added metadata.

    SFTP:

    • Host – Enter the IP address of the SFTP server.

    • Port – Enter the port to use to connect to this SFTP server. The default port is 22.

    • Root Folder – Enter the root folder that you wish to access.

    • Username – Enter the username used to access the root folder.

    • Authentication Method – Select the Password or Public Key as the authentication method.

      • Password– Enter the corresponding password of the user used to access the root folder.

      • Public Key – Enter the private key and the corresponding private key password to access the root folder.

    • Extended Parameters – You can also enter the following extended parameters if necessary. If you have multiple parameters to enter, press Enter on the keyboard to separate the parameters. Refer to the instructions below to add parameters:

      • IsRetry – Whether or not to try again when Cloud Backup fails to write the data in the physical device.

        • If you enter IsRetry=true, it will try again when Cloud Backup fails to write the data in the physical device.

        • If you enter IsRetry=false, it will not try again when Cloud Backup fails to write the data in the physical device.

      • RetryInterval – Customize the retry interval when the network connection is interrupted. You are allowed to enter any positive integer between 0 and 2147483646 (the unit is second). For example, RetryInterval=30 means that it will try to reconnect every 30 seconds.

      • If you do not configure this parameter, the value is 30 seconds by default.

      • RetryCount – Customize the reconnection times after the network connection is interrupted. You are allowed to enter any positive integer between 0 and 9. For example, RetryCount=9 represents when the network connection is interrupted. It can reconnect at most 9 times.

      • If you do not configure this parameter, the value is 6 by default.

    Amazon S3:

    • Bucket Name – Enter the bucket name you wish to access.

    • Access Key ID – Enter the corresponding access key ID to access the specified bucket. You can view the Access key ID from your AWS account.

    • Secret Access Key – Enter the corresponding secret key ID to access the specified bucket. You can view the Secret access key from your AWS account.

    • Storage Region – Select the storage region of this bucket from the drop-down menu.

    • Extended Parameters – Enter the following extended parameters if necessary. If you have multiple parameters to enter, press Enter on your keyboard to separate the parameters. Refer to the instructions below to add parameters.

      • RetryInterval – Customize the retry interval when the network connection is interrupted. Enter any positive integer between 0 and 2147483646 (the unit is millisecond). For example, RetryInterval=30000 means that it will try to reconnect every 30000 milliseconds.

      • If you do not configure this parameter, the value is 30000 milliseconds by default.

      • RetryCount – Customize the reconnection times after the network connection is interrupted. Enter any positive integer between 0 and 9. For example, RetryCount=9 represents when the network connection is interrupted, and it can reconnect at most 9 times.

      • If you do not configure this parameter, the value is 6 by default.

      • CustomizedMetadata – Configure if customized metadata or user-added metadata is supported. By default, customized metadata and user-added metadata are all supported.

      • CustomizedMode=Close **–**This physical device will not support customized metadata or user-added metadata.

      • CustomizedMode=SupportAll – This physical device will support all customized metadata and user-added metadata.

      • CustomizedMode=CustomizedOnly – This physical device will only support user-added metadata.

      • CustomizedRegion – Configure the customized region of the physical device. For example, enter CustomizedRegion=s3.us-gov-west-1.amazonaws.com to configure the GovCloud account.

    Amazon S3-Compatible:

    • Bucket name – Enter the bucket name you wish to access.

    • Access key ID – Enter the corresponding access key ID to access the specified bucket.

    • Secret access key – Enter the corresponding secret key ID to access the specified bucket.

    • Endpoint – Enter the URL used to connect to the place where you want to store the data.

      *Note: The URL must begin with “http://” or “https://”.

    • Extended Parameters – Enter the following extended parameters if necessary. If you have multiple parameters to enter, press Enter on your keyboard to separate the parameters. Refer to the instructions below to add parameters.

      • Allow_Insecure_SSL – By default, the storage client expects an SSL certificate issued by a public trusted certificate authority over HTTPS transport to ensure integrity. A self-signed certificate on the storage server side will fail the certificate validation. If you choose to use a self-signed certificate, you can set the Allow_Insecure_SSL to true in the Extended parameters to bypass the certificate validation.

      • SignatureVersion – By default, Cloud Backup uses V4 authentication to access your storage. If you want to use V2 authentication, add SignatureVersion=V2 into the extended parameters.

      • RetryInterval – Customize the retry interval when the network connection is interrupted. Enter any positive integer between 0 and 2147483646 (the unit is millisecond). For example, RetryInterval=30000 means that it will try to reconnect every 30000 milliseconds.

      • If you do not configure this parameter, the value is 30000 milliseconds by default.

      • RetryCount – Customize the reconnection times after the network connection is interrupted. Enter any positive integer between 0 and 9. For example, RetryCount=9 represents when the network connection is interrupted. It can reconnect at most 9 times.

      • If you do not configure this parameter, the value is 6 by default.

      • CustomizedMetadata – Configure if customized metadata or user-added metadata is supported. By default, customized metadata and user-added metadata are all supported.

      • CustomizedMode=Close – This physical device will not support customized metadata or user-added metadata.

      • CustomizedMode=SupportAll – This physical device will support all customized metadata and user-added metadata.

      • CustomizedMode=CustomizedOnly – This physical device will only support user-added metadata.

      • Cert_thumbprint – If you have a self-signed certificate for S3 server and only want to pass the certificate validation with a specific thumbprint, enter your thumbprint as the value of the parameter.

      • Virtualhosting – By default, it is set to false. If your bucket does not support using path-style domain names, you need to configure virtualhosting = true to use virtual-hosted-style domain names.

    Dropbox:

    • Root Folder Name – Enter the name of a folder under the root folder of the Dropbox where the data resides.

    • Token Secret – Click Retrieve Token. Enter the e-mail address and the password of the Dropbox account in the pop-up window to log into Dropbox, and then the token will appear in this pop-up window. Enter the token in the Token Secret box.

    • Extended Parameters – Enter the following extended parameters if necessary. If you have multiple parameters to enter, press Enter on your keyboard to separate the parameters. Refer to the instructions below to add parameters.

      • RetryInterval – Customize the retry interval when the network connection is interrupted. You are allowed to enter any positive integer between 0 and 2147483646 (the unit is millisecond). For example, RetryInterval=30000 means that it will try to reconnect every 30000 milliseconds.

      • If you do not configure this parameter, the value is 30000 milliseconds by default.

      • RetryCount – Customize the reconnection times after the network connection is interrupted. You are allowed to enter any positive integer between 0 and 9. For example, RetryCount=9 represents when the network connection is interrupted. It can reconnect at most 9 times.

      • If you do not configure this parameter, the value is 6 by default.

  6. Google Cloud Storage:

    • Bucket Name – Enter the bucket name you wish to access.

    • Service Account Key – Click the Browse button to select and upload a service account key file in JSON format that has been generated in the Google Cloud Storage platform.

  7. Click Next.

  8. In the Import Encryption Key step, click Browse to browse and select the ZIP file of the encryption keys, and enter the password you set in AvePoint Cloud Backup for Microsoft 365 to access the encryption keys. This export tool will find the backup data from your storage and convert them to plain file format.

  9. The Import Encryption Key step.

  10. Click Next.

  11. In the Search for e-mails step, enter the e-mail subjects. You can enter multiple subjects to search in bulk. Use a semicolon (;) to separate the subjects from one another.

  12. Click Next.

  13. In the Select Export Location step, click Browse to select a disk or folder to store the exported search results.

  14. Click Next to start the search.