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Search for emails

There are multiple reasons to have the ability to identify and remove emails that have been received by all or any of your domain users. Here are some unwanted scenarios:

  • An email is sent to the wrong user or group
  • An email contains inappropriate content
  • An email that contains sensitive information
  • An email that has gone past spam filtering or is a phishing email.

GAT+ allows Admins to delete these emails from all accounts at once.

GAT+: [Video How-To Included] Delete Spam, Inappropriate or Accidental Emails 1

We recommend using ‘Email Content Search’ for tracking down these emails.

It is a ‘real-time’ search that is highly configurable (see ‘search tips’ link beside the search box). In the screenshot above we use the example search parameters

“SEO proposal” in:anywhere newer_than:90d

This tells GAT+ to search in all emails, for all users and look for emails that contain the words “SEO proposal” which are also newer than 90 days.

When a search is done, if the result cannot be displayed in a timely manner, the search goes into “Previous searches”.

You can access those searches by selecting ‘Previous searches‘. All older or background searches will be displayed there.

Once completed, under the ‘Actions’ tab select the green checkmark to display the results.

GAT+: [Video How-To Included] Delete Spam, Inappropriate or Accidental Emails 2

When the results come back to select the emails you wish to view/download/delete then click the “Email operations” button and select “Create new access request”.  This action will require the approval of your designated Security Officer (SO)

The SO will have to approve the requests for you to be able to take below actions.

GAT+: [Video How-To Included] Delete Spam, Inappropriate or Accidental Emails 3

 

Requesting Access from Security Officer

Once the emails are selected, click on the ‘Create access request’ button and send a request to your SO (security officer).

Your Security Officer will have to approve your request. 

GAT+: [Video How-To Included] Delete Spam, Inappropriate or Accidental Emails 4

Before sending the request if you intend to remove the emails rather than just view or download them then check the Allow removing emails box.

 

As an option, you can send a message to the Security officer giving a reason for the investigation.

After performing those steps, select and click ‘send request’ and wait for approval to be returned from the Security Officer. 

You can check all the requests to the SO in the “Security officer” section in GAT+.

Note: You can not self-approve the request, only the Security officer account can approve.

GAT+: [Video How-To Included] Delete Spam, Inappropriate or Accidental Emails 5

 

Once your request has been approved, you will receive an email notification stating that your request has been approved.

Alternatively you can check the status of your request in the ‘Access permissions list’.

Note: While you wait for approval from the Security officer, you might use the tool for other searches.

When you come back to “Email Content Search” simply select “Previous searches” select your search and the “Email operations” button will be displayed again.

You can then delete one or all of the emails using the drop-down option in the Emails Operation button. 

By default, you can send the emails to the user’s Trash folder on their Gmail but if you wish to permanently delete these emails then select ‘Remove emails – permanant’

 

If you would like to run a trial of our products please install GAT+ from the Google Workspace Marketplace and contact us at support@gatlabs.com with any questions you may have.

To request a demo please click here and fill the form, we will get back to you in less than 12 hours during weekdays.

If you tried GAT in the past and you would like to run a fresh trial again, please enquire through this form.

Thanks for sharing and spreading the word!