Start by opening the Locator Management Console and go to "Connections" > "Exchange". Start the Connection Wizard by clicking "Add New Connection". The setup Wizard requires the user account details during configuration. Make Make sure that both the index user account and the access rights are working before running the Wizard.
Select "Exchange server hosted in the cloud (eg: Exchange Online)"
Step 1: Proxy Settings
You may enable usage of proxy server for this connection
- Address: Enter the FQDN or IP address of the proxy server
- Port: Enter the port number, the proxy server listens on
- Login details
Note: Please either leave all below fields empty (if proxy server doesn't require you to authenticate) or provide information in each of them- Username: Enter the user name
- Password: Enter the password
- Domain: Enter the domain name
Step 2: Hosted Exchange Options
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- Select Exchange Online if you are using an Exchange Online (Office 365)
Note: This is currently the only Provider Type supported Method Used to Access Hosted Exchange - Select Single sign-on to hosted Exchange via ADFS if you want to enable single sign-on (SSO)
- Select Logon to hosted Exchange via cloud credentials if you want to authenticate using Azure AD
Note: There needs to be the Azure AD connector installed to have that option available
Enter a name for the connection and click Next.
Step 3: On-premises Active Directory Domain Information
- Fully qualified domain name: Enter the name of the on-premises Active Directory domain.
- User account name: Enter the name of a user account within the on-premises Active Directory domain. (Any user account within the on-premises domain will have access to Active Active Directory information)
- Password: Enter the password for the user account
Note: This step is displayed only if you selected Single sign-on to hosted Exchange via ADFS in the previous step.
Step 4: Enter the Windows Azure Active Directory Application ID and Key
You will need to provide the information you obtained earlier when you configured Windows Azure Active Directory and created your application ID and key.
- Organization Name: Enter your Office 365 organization fully qualified name.
- Application Client ID: Enter the client ID you obtained and saved to a text file in step #11 #14 when you followed the steps for "Setting up the Windows Azure Graph API for Locator Exchange Online Index User and Crawl Permissions".
- Application Secret Key: Enter the key you obtained and saved to a text file in step #17 #13 when you followed the steps for "Setting up the Windows Azure Graph API for Locator ""Exchange Online Index User and Crawl Permissions".
Note: This step requires the Azure AD app credential you are using to have an Azure Active Directory Graph permission, Application type, for Directory.ReadAll . Microsoft Graph is not the same API and will not work. A Delegated version of the permission will not work.
Step 5: Credentials for accessing Exchange Online via Exchange Web Service
- User account name: Enter the index user account name for accessing Exchange Online
- Password: Enter the password for the index user
- Check whether the index user has the ApplicationImpersonation role
- Click the Auto Discover button and an email address to use when performing auto-discovery of the Exchange Web Service location.
Note: Auto Discovery of the Web Service URL is currently the only method supported. - Outlook Web Address server hosted in the cloud: This will be auto populated after auto discovering the Web Service URL
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- Enable Diagnostics Tracing: Enable only when trying to troubleshoot a problem
- Web Service Timeout (Default 30 seconds): Adjust the timeout value if you are experiencing timeouts when communicating with the Exchange Web Service
- Maximum Concurrent Connections Fetches (Default 4): Not applicable when the index user uses the Application Impersonation role. Increasing this setting when the index index user has “FullAccess” permissions could result in Exchange Online throttling.
Step 6: Additional Index Users
You may define additional index users that will be used in addition to the one defined in the previous step.
- Click the Add next index user button to add new entry for next index user and fill in:
- Name: Enter the index user account name for accessing Exchange Online
- Password: Enter the password for the index user
- Click the Remove user button (separate for every index user) to remove that user from the list
Note: Every additional index user should have the same permissions as the primary index user. If the The index user has ApplicationImpersonation role option was selected in the previous step, every additional index user has to have that role assigned as well.
Step 7: Select which repositories you want to be indexed
Then choose which Exchange elements to index:
- Mailboxes
- Public Folders
- Global Address List
- Archive Mailboxes
Clicking in the Display Name boxes allows you to customize the repository names.
Note: All users can search all Public Folders regardless of permissions. The index account must have at least "Reviewer" permissions on each Public Folder to be indexed.
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8: Indexing Options
Choose one of the following options to determine which Exchange mailboxes to index. The options include:
- Make all mailboxes in the entire domain searchable
In this case, all mailboxes will be indexed during the initial first time indexing
The option is a one-click choice - Only Locator users will have searchable mailboxes
In this case, only mailboxes for users who have logged in to Locator, and been granted a user license, will be indexed during the initial first time indexing
The option is fully automated, and requires no further configuration - Selected mailboxes only
In this case, you have to specify the mailboxes that are going to be indexed during the initial first time indexing by clicking the “Select Mailboxes” link.
The option is described further below - Selected Active Directory groups only
In this case, you can specify one or several Active Directory groups. Only mailboxes for users that are members of these groups will be indexed during the initial first time indexing
Click “Select Groups” to choose from a list of AD groups.
Note: This step is displayed only if you chose Mailboxes to be searchable in the previous step
Indexing selected mailboxes
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After selecting the mailboxes to index, there are two more optionsis one more option available:
- "Select the mailboxes to be excluded"
- Define a set of mailboxes NOT to index
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- Clicking this link opens a window presenting options for the file types to be indexed. The options include:
- Index all file types
- Index only the selected file types
- Exclude selected file types from index
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Important Note: Any edits to this dialog (adding or removing a file type) made after the connection has been indexed, will only affect attachments found with future indexing. For example, adding ".fax" as a new file type to be included, will only add files of that type for new or updated Exchange items that contain a ".fax" attachment. ".fax" attachments in emails that have already been indexed, will not be added to the index. Similarly, adding ".fax" as a new file type to be excluded will not cause existing ".fax files to be removed from the index, however, no new ".fax" file attachments will be added. To add or remove ".fax" files from the existing index, the Locator administrator needs to re-index the connection by running the Via.Repository utility, using the ReIndex command.
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Step 9: Locator Active Directory Domain Information
- Fully qualified domain name: Enter the name of the on-premises Active Directory domain used to authenticate users in the Locator.
- User account name: Enter the name of a user account within the on-premises Active Directory domain. (Any user account within the on-premises domain will have access to Active Directory information)
- Password: Enter the password for the user account
Note: This step is displayed only if you selected Only Locator users will have searchable mailboxes option in the previous step, the Logon to hosted Exchange via cloud credentials option in Step 2 and the primary authentication method of Locator is set to Active Directory.
Step 10: Push and Disabled Folders
- Enable Push
- Selecting this option will keep the Exchange index updated at all times; i.e. as soon as a change within Exchange is made, it will be pushed into the index in near real-time
- This box allows you to exclude common Exchange folders across all mailboxes (Deleted Items, Junk, Sent etc.)
- Disabled Folders
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11: Smart Discovery
Choose whether you want to index data starting from the newest one in all folders of all mailboxes or you want to index data folder after folder, mailbox after mailbox.
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- disabled
Selecting this option will result in index retrieving all data from one folder before switching to the other one.
This is the default behavior.
- switch to other folder after specified number of batches
The data (emails, appointments, etc) are retrieved from the server in batches (batch consists of 64 - 256 elements, size is calculated basing on internal logic of connector). You may specify how many batches should be run against particular folder before the indexing process switches to other folder.
When this option is selected, the initial scan will consist of several runs.
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12: File Types to Index
Choose file extensions to skip or allow, if any.
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Important Note: Any edits to this page (adding or removing a file type) made after the connection has been indexed, will only affect attachments found with future indexing. For example, adding ".fax" as a new file type to be included, will only add files of that type for new or updated Exchange items that contain a ".fax" attachment. ".fax" attachments in emails that have already been indexed, will not be added to the index. Similarly, adding ".fax" as a new file type to be excluded will not cause existing ".fax files to be removed from the index, however, no new ".fax" file attachments will be added. To add or remove ".fax" files from the existing index, the Locator administrator needs to re-index the connection by running the Via.Repository utility, using the ReIndex command.
Step 13: Summary
The Summary Page gives you a summary of the options selected. It’s a good idea to review this data to ensure you have selected the options that you want before completing the wizard and starting the initial index.
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