Add and edit archive users

  • Last updated on: 2018-04-06
  • Authored by: Beau Bailey

This article describes how to add and edit archive users.


  • Applies to: Administrator
  • Difficulty: Easy
  • Time needed: Approximately 10 minutes
  • Tools required: Cloud Office Control Panel access

For more information about prerequisite terminology, see Cloud Office support terminology.

After you have completed the steps in Log in to the Archive Manager, you can add additional users to the Archive Manager and assign the following user types:

  • Account Admin (AA) - A role likely filled by an individual or group of individuals within the IT organization. Users with this role can create and manage users and their permissions.

  • Search Admin (SA) - Responsible for creating and managing searches. Users with this role can create new searches, edit existing searches, export search details, and assign search access to Search Users.

  • Search User (SU) - Responsible for reviewing the search results created by the Search Administrator. Users with this role cannot create a new search and can change the scope of a search only if that right has been assigned to them by the Search Administrator.

  • End User (EU) - Permits access to an individual user’s mailbox archive. Users with this can review, search, or recover any of their own email by logging into the archive site (for example,

You can also edit an existing user to change any of the following user settings or information:

  • Basic contact information
  • Temporary passwords
  • Permissions
  • Archive access expiration
  • Account disabling
  • Account locking
  • Password recovery
  • Outlook integration

Add an archive user

Log in to the Cloud Office Control Panel and then use the following steps to add individual users to the Archive Manager:

  1. In the upper-right corner of the screen, click Admin.

    Note: There are three dashboards for top-level administrators: Search, Admin, and Admin User. If you do not see the Admin link, you are already on the Admin dashboard.

  2. In the Admin dashboard, click the Users tab.

  3. Click Add User.

  4. Enter the following information for the user:

    • User name
    • First and last name
    • Email address
    • Temporary password

    Note: The user will be asked to create a new password when logging in.

  5. Under Additional email addresses (any email address from which you receive mail, or to which you send mail), add email aliases or other addresses that the user monitors to the list. Type the email address in the blank and then click Add Email Address.

  6. Under Permissions, select the user type for the new user.

  7. Enter additional contact information.

  8. Under Account Options, specify the following user settings:

    • Expire Date: Accounts for users can be set up with permanent or temporary access. You can specify an expiration date for those users whose access should be limited.
    • Account Disabled: Disable users from accessing their account.
    • Account Locked: Lock or unlock a user’s account.
    • Disable password recovery: Disable the feature that allows users to reset their password on the login screen.
    • Disable Outlook Integration: Selected by default, an administrator can clear this check box to enable Outlook integration for a user.
  9. In the Custom text box, enter any additional verbiage that you want to include in the welcome message that will be sent to the user. You can edit the welcome message or opt not to send one.

  10. Click Add user and send welcome message.

Add multiple archive users

Use the following steps to add multiple users to the Archive Manager:

  1. Under the Users tab in the admin dashboard, click Bulk Create End Users.

  2. Click Download CSV file template and save the compressed folder.

    The zipped folder contains an Excel XLS file with detailed instructions on column rules and the required fields.

  3. When you have entered the users, save the Archive Users worksheet as a CSV file.

  4. Return to the Create Users in Bulk page in the Archive Manager.

  5. Click Chose File and locate the CSV file.

  6. Click Open to specify the CSV file.

  7. If you will be sending separate email notifications of the archive access, select the Do not send welcome message check box.

    Note: When users are added, a welcome message that contains their username and password is sent to their email address. You can edit the welcome message or opt not to send one.

  8. Click Process list and send welcome message.

Edit archive user settings

To edit the settings for an archive user, select the user name from the Users list and click Edit. Edit specific user information as needed and then click Save changes.

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