How do I view the sent items log from Outlook?

The Secure Exchanges logs in Microsoft Outlook allow you to view activity related to sent emails: sending, opening, downloading, signing, and other actions associated with your secure messages. This feature is accessible directly from the Secure Exchanges ribbon in Microsoft Outlook.

Step 1: Access the logs

Open Microsoft Outlook.
Open the Secure Exchanges ribbon and select "Opening logs".

Step 2: Search for messages in the logs

Two search methods are available in the logs window.

Option 1: Search by date

This option displays all items sent via Secure Exchanges during a given period.

Select a start date.
Select an end date.
Click on "Get my journals".

The list of messages sent during this period is displayed.

Option 2: Search by file

This option allows you to verify to whom a specific file has been sent via Secure Exchanges.

Click on the "Search by file" button.
Select the file you want to retrieve.
Click on "Get the logs".

This method is particularly useful when you want to trace the sending of a specific document without knowing the exact date of sending.

Information available in Outlook logs

The logs displayed in Outlook allow you to view, among other things:

the date and time of sending
the recipient
the message status (open, unopened, expired, deleted)
the number of openings
the activities performed (opening, downloading, signing)
the files associated with the submission

Explanation of the columns

When you select one of the rows displayed on this page, additional sections become available, including "Activities" and "Files". The columns of the main table are described in the order they appear on the screen, and the other sections are described below.

Main table

To recover : if you have a SESAR licence, this column allows you to retrieve a message sent via Secure Exchanges. Check the box corresponding to the message you wish to retrieve, then click the "Retrieve" button.
Opening status : indicates whether the message is open, unread, expired, deleted, etc.
Date of creation : date the secure message was sent.
Number of openings : number of times the message has been opened.
Recipient : recipient's email address.
Sender's email address : your email address associated with the submission.
Subject : subject of the message sent.
Message type : type of sending (message, reply).
Last updated : date and time of the last action performed by the recipient (opening the message, replying, etc.).
The signing process is complete : this box is checked if your submission contained files to be signed and the signing process is completed by all signatories.
Contains files that need to be signed : this box is checked if your submission contained files to be signed.
Number of files : number of files included in the message.
Number of activities : number of activities on the message.
Delete a message : you can also revoke access to a message on this page, by double-clicking on the line corresponding to the message you wish to revoke.

Activities table

To view the details of activities associated with a specific message, select a row in the main section. All actions performed on that message then appear in the lower section of the interface.

Remote IP : the IP address of the machine that interacted with the message, useful for identifying the origin of message accesses.
Status : the status of the action, such as an attempt to open the message, file retrieval, a test, or message deletion.
Date : the date on which each activity took place, allowing you to follow the sequence of events chronologically.
Reference : the exact reference of the action that was performed, such as opening a secure message, retrieving files, the signing process, displaying the message in the inbox, or searching for information on the sender's IP address.

Files table

This section contains the files attached to each message. As with the activities, select a row containing files to see their details.

File name : displays the names of the attached files, so you can easily identify each file exchanged.
Opening status : shows whether the file has been opened by the recipient or not.
Number of openings : the exact number of times the file has been opened by the recipient.
Date of creation : the date and time the file was created and sent via Secure Exchanges.
Last updated : the last update associated with file activity, such as opening the message, retrieving the attachment, or another interaction with the message.
File size : the size of the exchanged file.
This is a file to be signed : when the box in this column is checked, the file is a file to be signed.
Hashing : the unique numerical value of the file. A file hash is like a unique fingerprint that ensures the file's integrity and security, and it allows you to verify that the file has not been modified during its transfer.

Note: The content of the message or attachments is never accessible, in accordance with Secure Exchanges security principles.

Need help?

Our team is available to assist you. Write to us at support@secure-exchanges.com

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