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 Cloud organization to make the content of Exchange Online or on-premises Exchange mailboxes searchable (messages, conversations, contacts, attachments, and archives). When the source is secured, each user can see and search their content only (see Secured). The source starts a refresh every three hours to retrieve content changes (additions, modifications, or deletions) so that they become searchable shortly after.

Source Features Summary

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 Refresh
Content security options Secured  

Add or Edit an Exchange Enterprise Source

  1. Create a Microsoft Exchange crawling account, i.e., an account that is able to access the desired Exchange content.

    While you can use an existing account that meets the requirements, you should create an Exchange account dedicated to Coveo Cloud V2. If you must sometimes or regularly change the account password, ensure to immediately also change the password in the Coveo Cloud V2 source configuration to prevent source update issues (see Authentication Section).

    Depending on your setup:

    • Exchange Online instance and cloud-based users (see Add Cloud-Based Users)

      The account you create to crawl your content must have at least the following directory roles:

      • Exchange administrator

      • User administrator

      This account can be the same Office 365 administrator account that used for step 2.

    • Exchange on-premises instance and federated users

      The crawling account you create must have full read access to all the Exchange content that you want to make searchable (see Setting up a Full Read Microsoft Exchange On-Premises Account).

  2. Use an Office 365 administrator account to authorize Coveo Cloud V2 to access the Exchange mailboxes of your Azure Active Directory (AD) users (see Authorizing Coveo Cloud V2 to Access the Exchange Mailboxes of Your Azure AD Users).

  3. If not already in the Add/Edit an Exchange Enterprise Source panel, go to the panel:

    • To add a source, in the main menu, under Content, select Sources > Add Source button > Exchange > Exchange Enterprise.


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

  4. 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).

    • Instance URL

      The base URL of the Exchange instance of which you want to include the content in Coveo Cloud V2. Make sure to include the address protocol.

      • To include all mailboxes:
      • To include the mailbox of a certain user:[ExchangeOnlineUserEmailAddress]
      • To retrieve all public folders:
    • Character optical recognition (OCR)

      Check this box if you want Coveo Cloud to extract text from image files 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 Many 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 a content security option to determine who can see items from this source in a search interface.

  5. In the Authentication section, to include the content of your Exchange enterprise mailboxes, you must provide authentication information:

    1. Under Exchange parameters, enter the Email address and Password of your Microsoft Exchange crawling account (see step 1).

    2. Under Azure AD parameters, enter the Client ID, Client key, Graph API endpoint, and OAuth 2.0 token endpoint required to authorize Coveo Cloud to access the Exchange mailboxes of your Azure AD users (see Authorizing Coveo Cloud V2 to Access the Exchange Mailboxes of Your Azure AD Users).

  6. In the Content to Include section, clear the Archive check box if archive mailboxes should not be retrieved.

  7. 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.

  8. 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).

  9. 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 Enterprise 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).

    If you created a dedicated crawling account and set your source as Secured, you might not be able to see any content in the Content Browser, as your crawling account may not have any content directly associated to it.

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 three hours.

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