How to search your mailbox remotely using a BlackBerry

How-To

Remote mailbox search

How many times have you tried to find an email on your BlackBerry® smartphone so you could show a friend an attachment, only to realize that you can’t find the email because you deleted it from your BlackBerry smartphone inbox? This used to happen to me all the time until I discovered the remote search feature. This feature allows you to search your desktop mailbox using your BlackBerry smartphone, thus allowing you access to emails that are no longer stored on your device!

This feature is available to BlackBerry smartphones that are activated on a BlackBerry® Enterprise Server, or have integrated a Gmail® email address. Provided you have one of these types of email integration, you can start using the remote search feature.

Let’s take a look at how to use this feature and where you can learn more about it.

In order to use remote search, the first thing you should verify is that your BlackBerry smartphone supports this feature. To verify which version of BlackBerry® Device Software you are using, click here to review a knowledge base article in the BlackBerry Technical Solution Center. Provided you are using a BlackBerry smartphone with BlackBerry Device Software 4.5 or later – such as the BlackBerry® Bold™ 9000 smartphone or the BlackBerry® Torch™ 9800 smartphone – you meet this requirement.

The next step will be identifying if your BlackBerry smartphone is activated on a BlackBerry Enterprise Server, or if it is using an integrated Gmail email address using the BlackBerry Internet Service. Instructions to find out if you are using one or both of these messaging services are listed below.

How to identify if your BlackBerry smartphone has a Gmail email address

If you are using BlackBerry Device Software 4.5 to 5.0:

  1. On the Home screen, open the Setup folder.
  2. Select “Email Settings”.
  3. Log in, if prompted. The email accounts that you have integrated will appear.

If you are using a BlackBerry® 6-enabled smartphone:

  1. On the Home screen, select “Setup”.
  2. Select “Email Accounts”.
  3. Select “Internet Mail Account”.
  4. Log in, if prompted. The email accounts that you have integrated will appear.

If you have a Gmail email address that isn’t currently integrated, feel free to integrate it now. Click here to see a video that guides you through setting up a new email address, if you don’t know how to do this. Keep in mind that the remote search feature is only supported for Gmail email addresses and BlackBerry smartphones activated on a BlackBerry Enterprise Server.

How to identify if your BlackBerry smartphone is activated on a BlackBerry Enterprise Server

If you are using BlackBerry Device Software 4.5 to 5.0:

  1. On the Home screen, select “Options”.
  2. Select “Advanced Options”.
  3. Select “Enterprise Activation”.
  4. Review the Status field to determine if the BlackBerry smartphone has been activated on a BlackBerry Enterprise Server. If no accounts are active, the status field will display the words “Not Activated” similar to the screenshot below:

Remote mailbox search

If you are using a BlackBerry® 6-enabled smartphone:

  1. On the Home screen, select “Setup”.
  2. Select “Email Accounts”.
  3. Select “Enterprise Mail Account”.
  4. Review the Activated Accounts field to determine if the BlackBerry smartphone was activated on a BlackBerry Enterprise Server. If no accounts are active, your BlackBerry smartphone is not associated with a BlackBerry Enterprise Server. If the BlackBerry smartphone is activated, it appears as follows:

Remote mailbox search

How to find emails using remote search

At this point, provided you have met the requirements above, you can start using remote search to find email messages that are located in your desktop mailbox but are no longer present on your BlackBerry smartphone. A really nice feature is that if you have an integrated Gmail email address and your BlackBerry smartphone is activated on a BlackBerry Enterprise Server, you can use remote search for both addresses. Now let’s take a peek at how to use this feature!

To start a Remote Search for email messages using BlackBerry 6

  1. Open the Messages application on the BlackBerry smartphone.
  2. Press the “Menu” key, select “Search By” and then “Advanced”.
  3. Change the Search Messages option from “On Device” to “Remotely”.
  4. Toggle “Service” to show your Gmail email address, or select “Desktop” if you are using a BlackBerry Enterprise Server.
  5. Specify your search terms, press the “Menu” key and select “Search”.

Remote mailbox search

To start a Remote Search for email messages using BlackBerry Device Software 4.5 to 5.0 or later

  1. Open the Messages application on the BlackBerry smartphone.
  2. Press the “Menu” key and select “Search”.
  3. Change the “Search Type” option from “Local” to “Remote”.
  4. Toggle “Service” to show your Gmail email address, or select “Desktop” if you are using a BlackBerry Enterprise Server.
  5. Specify your search terms, press the “Menu” key and select “Search”

After starting the search, you’ll notice that, when you return to the Messages application after viewing your search results, you’ll see a banner appearing at the top that contains these search results for future reference. Once you’re done with the search results, you can remove them from the Messages view by highlighting them and pressing the “Menu” key and selecting “Delete”.

Remote mailbox search

There are a few things you need to keep in mind when using the remote search feature. The first is that encrypted message text search is not supported, and if your BlackBerry smartphone is activated on a BlackBerry Enterprise Server for IBM® Lotus® Domino®, your mail file must have full text indexing enabled. The other important thing here is that you can only perform one remote search at a time. If you perform another search, the results will replace the previous search results. Find out more about remote search, including other important information!

Do you have any questions about this feature? Leave a comment and let me know as I’d love to hear from you. Don’t forget to stop by the BlackBerry Support Community Forums and say hello as well!

About Ty Williams

Community Content Manager & Blogger @ BlackBerry. Connect with me on Twitter @TyWilliamsCA

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