Standard search lets you retrieve emails where you know either the sender or receiver details, or the approximate date of the email. The standard method allows you to search the full text of messages and attachments but with more limited scope for refining the search than the advanced method.
Note: Cryoserver is not case sensitive. Enter your search terms in mixed case if you wish.
1. Period / Dates & Times [Uses Email date or date processed into Cryoserver] Please select a date & time range from the Period Quick Select.
Quickly adjust the date by clicking on the Day or Month or Year part, and using the mouse wheel or up/down arrows on your keyboard
Click the calendar icon to pop-up a calender Date selector:
· Choose the required Year & Month, then click on the day number. Or..
· Select "Clear" to search without a start/end date restriction.
· Select "Done" if you do not want to change the date
· Select "Today" to reset the date to today
2. Keywords [Search the email subject and body text]
Type the word or words that you want to search for. The * wildcard can be used, but not as the first character.
Exact phrases must be surrounded by quotes "
Proximity phrase: A ~ (tilde) followed by a number can be used with a phrase to find words near each other.
NOTE: Cryoserver does not index 1 or 2 letter words, most non-alphanumeric characters and some very common words
E.g. plastic moldings will find items with either of these words, but "plastic moldings" will only find that exact phrase plas* will match any word starting with "plas"
"plastic moldings"~3 will match any text with these words in either order, separated by up to 3 words
You can now combine keywords using AND/OR logic.
For OR, enter one of , (comma) (space) | (vertical bar) OR (uppercase OR)
For AND, enter one of ; (semi-colon) & (ampersand) AND (uppercase AND)
3. Parties / From / To [Parties is a combined From (sender) and To (recipient) search]
Enter either names or email addresses in the box, each separated by a comma(= logical OR) or semi-colon(= logical AND).
You can also perform a Domain search by entering an email domain starting with the @ symbol. The * wildcard is accepted, to match any characters - but it must not be the first character.
Locating emails to "John Brown" <[email protected]>; "Andy Green" <[email protected]>; "Mike Blue" <[email protected]>; you could search using the following name formats: the person's full name,
e.g. John Brown, Andy Green, Mike Blue or part of the full name, e.g. Brown, Andy, Blue ... these return mail with ANY of these recipients.
John Brown; Andy Green; Mike Blue to return mail that contain ALL of the names The above work if the users "display name" was included in the email.
The following work with the email address, which should be more reliable:
the full email address, e.g. [email protected], [email protected] or just the email name, e.g. jbrown, andy.green, blue_mike or part name, e.g. jbr*, andy*
or all mail from a domain name, e.g. @anydomain.com or @anotherdom*
You can Exclude a name by prefixing it with a - (minus) sign.
-John Brown will return all documents that do NOT have this name
@hotmail*; -John Brown; -Blue will return all documents from Hotmail except those with "John Brown" or any with "Blue"
4. In the Attachment Names box, type the filenames of any attachments. Separate multiple names with a comma.
anyfile.doc or anyfile or any* returns matching attachments
*.doc or just doc will return all 'doc' attachments
*.eml or just eml or rfc822 to return email attachments
5. Attachment Keywords - To search for keywords in text extracted from attachments. See keywords above for usage notes.
6. Directional Search - Find only inbound/outbound/internal/unknown emails.
Based on the company email domains that are registered in Cryoserver, the system can identify the direction of each email. An email where there is no domain match will be marked as 'unknown'.
This is an optional feature which may be enabled by the Administrator.
When all search criteria have been entered, click the Search button to begin the search.
Each criteria type (keywords/dates etc) are ANDed together. Terms within a type will beORed together.
Search Results
Emails that match the search criteria are listed in order of relevance.
For each email, the header information including date, time and size is displayed. The first few lines of the email are also shown, and a paperclip symbol indicates the presence of attachments. Keywords that you have entered into your search will be highlighted in the email shown.
The rows are coloured to indicate the direction of the email (inbound/outbound/internal).
To change the number of emails listed on each page, use the Change page size todropdown menu and click Go.
Click "next >>" or "<< prev" to move forwards or backwards through the result pages.
Sort by clicking the column titles - including the paper-clip. Clicking a column title twice will reverse the search direction Or you could try clicking the Customise Sort Order button.
To view a message in full, click anywhere on a result row.
Export Results - Privileged users can bulk export the results out of Cryoserver. The original .EML format of the emails are maintained for compliance purposess and wrapped within a zip file maintaining good compression for downloading efficiently to the work station. The .EML format can then inturn be converted into other formats e.g. PST / MSG / NSF formats using a multitide of 3rd party tools available today should the need require.
Folders allow you to store the results of a search for a later investigation. Issue a search in the normal way, and then select the "Store to Folder" button to create or adjust a folder. Folders allow you to keep a comment on each email, and some other useful features. Additional searches can be added to an existing Folder. Within the Folders, emails can be flagged & filtered based on criteria e.g critical / ignore.
Sample Folders enables reviewers to review a percentage of the results. So if the normal search were to return 220 results, and with the sample search set at 10%, only 10% of the results will be returned e.g. 22 results in this case.
Apply search to Email or IM (Instant Messaging). By default Email will be enabled, if chosen you also apply the search to IM. As before "John Brown <[email protected]>" will return the IM transcripts for this user.
If many thousands of results are returned, results are capped to a pre-defined amount for efficiency purposes. Typically all results are capped at 1,000 for normal users and 5,000 for privileged users, and the most relevant results for the search being displayed. These limits can be increased by speaking to your administrator, or alternatively click Reveal All results. Depending on the number of items will determine how long it will take to display the remaining results.
If no results are found that match your search criteria, try to:
• widen the date range
• remove the start or end date
• reduce the number of keywords
• remove all or reduce the number of recipients