View Email Contents – How to silently copy or view emails

Use the ‘New Filter’, ‘Recent Filters’ or ‘Domain Gmail Search’ to select the email you require access to.

silently copy or view emails with General Audit Tool

When searching for a specific current email ‘Domain Gmail Search’ is the correct tab to use. This search tab is a live search tab and is able to look through all current emails in all folders (use the flag in:anywhere), in all accounts. It can search for email body and attachment content as well as all other metadata. The Domain Gmail Search can take many search options, to see them all, click on ‘Search Tips’.

click on explore emails in General Audit Tool (GAT)

Once the search for specific emails is completed (it may take some time if you have made it domain wide) you can load the results into the GAT+ filter tables by clicking on ‘Explore all emails’

Information found in the view email contents tab

When you have made your selection, move to the ‘View Email Contents’ tab to request permission for access to those emails up until a certain date.

You can now also request permission to delete the emails you have selected.

check ‘Request to remove contents in the users accounts’

To do this, check the box beside ‘Request to remove contents in the users’ accounts’. When finished, press ‘Send Request’  and an email will then be sent to the security officer requesting approval for the access.

Email sent to security officer

Once granted, you return to the ‘View Email Contents’ tab (1), where you need to click on the link showing the files you have been granted access to (2), this will make the selected emails available for Viewing, Downloading or Deletion. Downloaded emails are viewable in any email viewer (Outlook, Thunderbird, etc.).

you need to click on the link showing the files you have been granted access

TIP: You can return to the View Email Contents tab anytime, but remember to click on the link (in blue) in the permissions list to see each selection of emails that access permission has been granted for.

 

You might find this link useful. It “reviews the legal risks involved in the use by employees of e-mail and the internet at work, and also considers related issues such as the implementation of a company policy for e-mail and internet use by staff, the monitoring of e-mail and internet use by staff, and requirements in relation to the disclosure and retention of e-mails.”

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