Configuring Local and Archived Emails to Index

In a typical Coveo Platform implementation, email messages are included in the Coveo unified index directly from an email server such as Microsoft Exchange.

Consequently, by default the Desktop Integration Package is configured to:

• Not index local email messages stored on your computer.

• Index all email messages contained in the local Outlook default archive file (Archive.pst) and in the personal archive files (.pst) opened in Outlook, as they may not be indexed directly from an Exchange server or from another centralized archiving system (such as Symantec Enterprise Vault).

When email messages are not indexed directly from the Exchange server, you need to enable the indexing of local email messages (contained in the Outlook.ost file) on your computer (see To toggle indexing of local and archived emails) to ensure that your email message content will be found when you perform a search from any Coveo access point.

Similarly, when archived emails are already indexed directly from a Microsoft Exchange server or from a centralized archiving system, you need to disable the indexing of local email archive files on your computer to prevent indexing these files twice (see To toggle indexing of local and archived emails).

Contact your Coveo administrator when you are not sure if your email messages and email archives are indexed directly from a server.

Important: Indexing local email messages and archived emails that are already indexed from a server (such as Microsoft Exchange) causes duplicate search results.

You can also specify the MAPI profile to use for indexing (see To select a MAPI Profile).

To toggle indexing of local and archived emails

1. Open the Coveo Desktop Integration Package Options dialog box:

   1. In Microsoft Outlook, from the menu, select Coveo > Options.

      OR

   2. From the Windows taskbar, in the system icon tray, right-click the Coveo Desktop Integration Package icon , and then select Options in the menu.

2. Click the Outlook Indexing tab.

3. Under Outlook Items to Index:

   1. Select or clear the Index items from the Outlook Offline Storage File check box, respectively to enable or disable the indexing of local email messages.

   2. Select or clear the Index items from the PST archives loaded in Outlook check box, respectively to enable or disable the indexing of local email archives.

4. Click Apply to confirm the changes, and then OK to close the Coveo Desktop Integration Package Options dialog box.

To select a MAPI Profile

All elements related to the management of email messages (creating, sending, saving, and indexing) are performed using a Messaging Application Programming Interface (MAPI) profile. For most users, the default MAPI profile is the most appropriate profile for indexing purposes. When more than one MAPI profile is available, you may need to specify which MAPI profile to use for indexing. Contact your Coveo administrator when you are not sure about the profile you should use.

1. Open the Coveo Desktop Integration Package Options dialog box:

   • In Microsoft Outlook, from the menu, select Coveo > Options.

     OR

   • From the Windows taskbar, in the system icon tray, right-click the Coveo Desktop Integration Package icon , and then select Options in the menu.

2. Click the Outlook Indexing tab.

3. Under MAPI Profile:

   • Select Use the default MAPI profile to use the default profile.

     OR

   • Select Use this MAPI profile, and then select the appropriate profile in the drop-down box.