Overview
This article explains to administrators operating the Email Archive Administration how to search archived emails and how to defrost emails in the backup period that are in a frozen state.
Notes
- The content of this article is based on product specifications as of June 2026 and is subject to change without notice.
- Administrator privileges for Email Archive are required to view the actual screens or change settings.
- For instructions on how to log in to the Email Archive Administration, please refer to the following article.
[Email Archive Modern] How to log in to the Administration - For information on how to download emails, please refer to the following article.
[Email Archive] Download types and restrictions for archived emails
Procedure
- From the left menu of the Email Archive Administration, go to [Email Archive] – [Archive Search].
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As needed, specify search conditions by clicking [Set Search Conditions] or [Conditions] at the top right, then click [Search].By specifying detailed conditions in [Conditions], you can combine multiple conditions for your search.
* If the search period is long or the conditions are complex, the search may time out.
If a timeout occurs, try shortening the search period or changing the search conditions.
* If the number of search results exceeds 10,000, a display error may occur.
If an error occurs, adjust the conditions or search period to reduce the number of results. -
For searchable conditions, click the [?] icon displayed on the right side of the menu to view the help screen.
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Review the displayed search results.
Click on the target email to view its details.* To change the number of results displayed per page, adjust the "Results per page" setting.
The maximum number of results per page is 200.
* You can also filter search results by storage status using the dropdown menu next to the checkbox.
Storage Status
Email Archive provides a real-time period, during which message body information can be viewed and downloaded directly, and a backup period, during which defrosting is required to view or download the message body.
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Data in the real-time period
- Status displayed in the administration console: Available
- Search / Basic Information display: Available
- Message body view / Download: Available
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Data in the backup period
- Status displayed in the administration console: Frozen
- Search / Basic Information display: Available
- Message body view / Download: Available after defrosting
Emails in both storage periods are included in search results.
For more details, please refer to the following article.
[Email Archive] Differences between real-time and backup storage periods
Defrost Procedure
To view or download the message body of archive data in the "backup period," follow the steps below to perform the defrost operation.
* Even emails in a frozen state can be searched using indexed information.
- Search for the email.
- Select the frozen email for which you need to view or download the message body, then click [Defrost].
- In the displayed popup, click [Defrost].
- Confirm that the [Status] changes to [Defrosting].
* Defrosting may take several hours.
* You cannot start a batch defrost for multiple emails at once, but by following these steps for each email, you can defrost multiple emails simultaneously. - Once defrosting is complete, the [Status] will change to [Defrosted], and you can check the email.
After defrosting, the email will return to the frozen state after 7 days.