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Mail Archive Indexing with the File Connector

The File connector can index Microsoft Exchange mail archive files (.pst) that reside on crawled file shares. The File connector supports the legacy ANSI PST file format that was used up to Microsoft Outlook 2003 as well as the Unicode format that was introduced in Microsoft Outlook 2003 and is the only format used since Microsoft Outlook 2007.

Indexing PST mail archive files requires some specific configuration. Consequently, a best practice is to create and configure one source that exclusively index mail archive files on a file share (see File Connector Mail Archive Indexing Deployment Overview).

Note: You can also deploy the Desktop Integration Package (DIP) together with the Desktop connector. End-users can then configure the DIP to crawl mail archive files stored on the local hard drives on their computer or on private network folders so that their content is searchable from the unified index on the Coveo server (see Configuring Local and Archived Emails to Index).

About Permissions

The following list describes how the File connector manages permissions on items retrieved from mail archive files:

  1. Mailbox

    When you use an optional mail archive mapping file, you can associate a specific mailbox to a specific mail archive. The permissions associated to the mailbox in Active Directory are assigned to the mail archive. This type of permission is used first when it exists (see Creating a Mail Archive Mapping File).

    Example: For a mail archive file containing emails of one user, you can associate the mailbox of the specific user to the mail archive file.

  2. Mapping file security

    When you use an optional mail archive mapping file, you can define allowed users (AllowedUser) in the CommonMappings and Mapping sections of the mapping file for a specific mail archive file. This type of permission is added to the mailbox permissions (see Creating a Mail Archive Mapping File).

    Example: For a mail archive file containing shared emails from the support department, you can allow all users working in the support department to be able to search items from this file.

  3. File system

    When the permissions of a mail archives file is not defined in a mapping file, the File connector uses the NTFS permissions for the mail archive file to set the permissions on each mail archive item in the unified index.

Live Monitoring Limitation

The File connector cannot index mail archives that are currently opened in a Microsoft Outlook profile. Microsoft Outlook always opens a mail archive in exclusivity mode. Any File connector attempt to open mail archives file during that time fails. Consequently, it is not possible to effectively implement live monitoring on mail archives. Consider turning off live monitoring on the source created to index your mail archives (see Toggling Live Monitoring for a Source).

It is recommended to only index repositories containing mail archives that are not used and to schedule periodic refresh schedules to pick up any changes that could be made to the archives (see Scheduling Source Refresh Actions).

About the Mail Archives Modified Date Attribute

The File connector needs to first add the mail archive to a temporary Microsoft Outlook profile to be able to make MAPI calls to open and process the archive content. Unfortunately, this operation causes Microsoft Outlook to update the modified date attribute of the mail archive file to the current date and time. When the indexing of the mail archive file is completed, the File connector sets the modified date attribute back to its original value. Consequently, for the time required to process the mail archive file, the modified date is changed to the current one.

Important: A temporary change of the modified date attribute for mail archive files could have consequences when a backup or archiving software actively monitors the repository to detect changes to files based on the modified date attribute.

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