[Email Archive Modern] How to Search Archived Emails

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

1. The content of this article is based on product specifications as of June 2026 and is subject to change without notice.
2. Administrator privileges for Email Archive are required to view the actual screens or change settings.
3. 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
4. For information on how to download emails, please refer to the following article.
   [Email Archive] Download types and restrictions for archived emails

Procedure

1. From the left menu of the Email Archive Administration, go to [Email Archive] – [Archive Search].

2. 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.

3. For searchable conditions, click the [?] icon displayed on the right side of the menu to view the help screen.

   

4. 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.

• Data in the real-time period
  • Status displayed in the administration console: Available
  • Search / Basic Information display: Available
  • Message body view / Download: Available
• 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.

1. Search for the email.
2. Select the frozen email for which you need to view or download the message body, then click [Defrost].
3. In the displayed popup, click [Defrost].
4. 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.
5. 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.