Add or Edit an Exchange Enterprise Source

Your users’ email messages are received in and sent from Microsoft Exchange mailboxes. Members of the Administrators and Content Managers built-in groups can add an Exchange Enterprise source to a Coveo organization to make the content of Exchange Online or on-premises Exchange mailboxes searchable (messages, conversations, contacts, attachments, and archives). When you select the Determined by source permissions content security option, each user can see and search their content only through a Coveo-powered search interface.

Source Key Characteristics

Features Supported Additional information
Exchange version 2010, 2013, 2016, and Online (For Exchange Online only) Following available Exchange Online releases
Searchable content types Emails, attachments, and events
Content update operations Refresh Takes place every three hours by default.
Rescan  
Rebuild  
Content security options Determined by source permissions This option is available with Exchange Online only.
Source creator  
Everyone  

Create a Crawling Account

To allow Coveo Cloud to retrieve your Exchange Enterprise content, you must create a Microsoft Exchange crawling account that can access the Exchange content you want to index. See Source Credentials Leading Practices.

  • While you can use an existing account that meets the requirements, we recommend you create an Exchange account dedicated to Coveo Cloud. However, if you select the Determined by source permissions option in the Content Security tab, you might not be able to see this source’s content in the Content Browser, as your dedicated crawling account may not have any content directly associated to it.

  • If you ever change the account password, ensure to immediately update the password in the source configuration to prevent source update issues.

  • If you have an Exchange Online instance and cloud-based users, the account you create to crawl your content must have at least the following directory roles:

    • Exchange administrator

    • User administrator

  • If you have an Exchange on-premises instance and federated users, the crawling account you create must have full read access to the Exchange content that you want to make searchable. See Setting up a Full Read Microsoft Exchange On-Premises Account for further information.

Add or Edit an Exchange Enterprise Source

Before you start:

Then, when adding or editing your Exchange Enterprise source, follow the instructions below.

“Configuration” Tab

In the Add/Edit a Exchange Enterprise Source panel, the Configuration tab is selected by default. It contains your source’s general and authentication information, as well as other parameters.

General Information

Source Name

Enter a name for your source.

Use a short and descriptive name, using letters, numbers, hyphens (-), and underscores (_). Avoid spaces and other special characters.

Instance URL

Enter the base URL of the Exchange instance that you want to make searchable. Ensure to include the protocol (https://).

  • To index all mailboxes: https://outlook.office365.com/exchange/

  • To index the mailbox of a single user: https://outlook.office365.com/exchange/[ExchangeOnlineUserEmailAddress]

  • To index all public folders: https://outlook.office365.com/public/

Character Optical Recognition (OCR)

Check this box if you want Coveo Cloud to extract text from image files or PDF files containing images. OCR-extracted text is processed as item data, meaning that it’s fully searchable and will appear in the item Quick View. See Enable Optical Character Recognition for details on this feature.

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 Many Coveo Indexes). If your organization only has one index, this drop-down menu isn’t 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 Manage Privileges and Logical Indexes Domain).

  • Once the source is added, you can’t switch to a different index.

“Authentication” Section

  1. Under Exchange parameters, enter the credentials of your Microsoft Exchange crawling account. See Source Credentials Leading Practices.

  2. Under Azure AD parameters, paste the values you copied while creating your Azure Active Directory application:

    1. Under Client ID, enter your Application (client) ID.

    2. Under Client key, enter your client secret.

    3. Under Graph API endpoint, enter https://graph.windows.net/ followed by your Directory (tenant) ID.

    4. Under OAuth 2.0 token endpoint, enter your OAuth 2.0 Token Endpoint (V1).

“Content to Include” Section

Clear the Archive check box if you don’t want to index archive mailboxes.

“Content Security” Tab

Select who will be able to access the source items through a Coveo-powered search interface. For details on this parameter, see Content Security.

“Access” Tab

In the Access tab, determine whether each group and API key can view or edit the source configuration (see 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.

Completion

  1. Finish adding or editing your source:

    • 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, click Add Source/Save.

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

      OR

    • When you’re done editing the source and want to make changes effective, click Add and Build Source/Save and Rebuild Source.

      Back on the Sources page, you can review the progress of your source addition or modification.

    Once the source is built or rebuilt, you can review its content in the Content Browser.

  2. Optionally, consider editing or adding mappings.

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

What’s Next?

Adapt the source update schedule to your needs.

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