Add or Edit an Exchange Online (Personal) Source

Your email messages are received in and sent from a mailbox hosted on Microsoft Exchange Online server. Administrators and content managers can add an Exchange Online source to make the content of an Exchange Online mailbox searchable (messages, conversations, contacts, attachments, archives). Only the creator of the Exchange online source can see and search its content. The source starts a refresh every hour to index content file changes (additions, modifications, or deletions) so that they become searchable shortly after. When you have more than one Exchange Online mailbox, simply create one Exchange Online source per mailbox.

Administrators could edit and rebuild your source, or set your content security to Shared to see your mailbox content in the Content Browser (see Content Security). Also, setting your content security to Shared allows any user (authenticated or not) that can access your search interface to see the source content. It is thus recommended to only create Exchange Online sources for mailboxes that contain no sensitive data.

Source Features Summary

Features Supported Additional information
Exchange Online version Latest cloud version Following available Exchange Online releases
Searchable content types Emails, attachments, and events
Content update Refresh
Content security options Secured

Add or Edit an Exchange Online (Personal) Source

  1. If not already in the Add/Edit an Exchange Online (Personal) Source panel, go to the panel:

    • To add a source, in the main menu, under Content, select Sources > Add Source button > Exchange > Exchange Online (personal)Exchange Online Personal.


    • To edit a source, in the main menu, under Content, select Sources > source row > Edit in the Action bar.

  2. In the Configuration tab, enter appropriate values for the available parameters:

    • Source name

      A descriptive name for your source under 255 characters (not already in use for another source in this organization).

    • Character optical recognition (OCR)

      Check this box if you want Coveo Cloud to extract text from image files and/or PDF files containing images (see Enable Optical Character Recognition). OCR-extracted text is processed as item data, meaning that it is fully searchable and will appear in the item Quick View (see Search Result Quick View).

      Since the OCR feature is available at an extra charge, you must first contact Coveo Sales to add this feature to your organization license. You can then enable it for your source.

    • Index

      When adding a source, if you have more than one logical (non-Elasticsearch) index in your organization, select the index in which the retrieved content will be stored (see Leverage Multiple Coveo Indexes). If your organization only has one index, this drop-down menu is not visible and you have no decision to make.

      • To add a source storing content in an index different than default, you need the View access level on the Logical Index domain (see Privilege Management and Logical Indexes Domain).

      • Once the source is added, you cannot switch to a different index.

    • Content security

      Select by whom can the Exchange Online mailbox content be searched (see Content Security). Your options are:

      • Private: Only the source creator will be able to find the source content in the search interface. They must however authenticate to the search interface with the identity with which they created the source.

      • Shared: Everyone will be able to find the source content in the search interface.

  3. In the Authentication section, to include the content of your Exchange Online personal mailbox, you must fulfill the following parameters:

    • Email

      The Exchange Online email address.

    • Password

      The corresponding password.

  4. In the Access tab, determine whether each group and API key can view or edit the source configuration (see Understanding Resource Access):
    1. In the Access Level column, select View or Edit for each available group.
    2. On the left-hand side of the tab, if available, click Groups or API Keys to switch lists.

    If you remove the Edit access level from all the groups of which you are a member, you will not be able to edit the source again after saving. Only administrators and members of other groups that have Edit access on this resource will be able to do so. To keep your ability to edit this resource, you must grant the Edit access level to at least one of your groups.

  5. Optionally, consider editing or adding mappings (see Adding and Managing Source Mappings).

    You can only manage mapping rules once you build the source (see Refresh, Rescan, or Rebuild Sources).

  6. Complete your source addition or edition:

    • Click Add Source/Save when you want to save your source configuration changes without starting a build/rebuild, such as when you know you want to do other changes soon.

      On the Sources page, you must click Start initial build or Start required rebuild in the source Status column to add the source content or make your changes effective, respectively.


    • Click Add and Build Source/Save and Rebuild Source when you are done editing the source and want to make changes effective.

      Back on the Sources page, you can review the progress of your Exchange Online source addition or modification (see Adding and Managing Sources).

    Once the source is built or rebuilt, you can review its content in the Content Browser (see Inspect Items With the Content Browser).

What’s Next?

Review your source update schedule and optionally change it so that it better fits your needs (see Edit a Source Schedule). By default, your content is refreshed every hour.