Who is this article for?

Mail Manager users who want to understand how indexing of emals happens.

no special permissions are required.

Mail Manager continuously watches folders and updates your local search results based on your filing and search activity, prioritising locations you use most frequently.

Understanding the indexing process

Your Mail Manager search looks at your local Mail Manager index on your C:\ drive, not directly at SharePoint. The search is updated in a two-step process to avoid using all your CPU and bandwidth continuously indexing.

Mail Manager balances resource usage by indexing locations that are important to you first:

• Your Mail Manager index looks at your filing locations based on your filing and searching priority and scans them for changes.
• When locations are indexed, found changes are then committed to your local index on your C: drive (where your search reads from)
• The Mail Manager index looks at all subfolders of a filing location for emails to index.
• Your local search index works offline and is significantly smaller that the email data it is indexing.

The indexer runs intelligently in the background, optimised for low resource consumption. It automatically adjusts its activity if the system is under heavy load, dynamically slowing down to free up resources for other tasks when needed.

Understanding indexing priority

What gets indexed in your Mail Manager search is based on where you file emails and search, and how often you do this to each specific location. This information goes into your own personal search index priority database, which Mail Manager uses to determine which filing locations get updated and when in your search results.

The indexer prioritises active filing locations (those being used frequently) while reducing focus on dormant ones, ensuring it only works where it adds value.

Note: Every individual user will have different search results based on where and how often they file and search. This is normal and by design, so Mail Manager does not use all of your network and CPU resources updating search indexes.

Reviewing your indexing priority

To review your indexing priority:

1. Go to Mail Manager.
2. Select Status.
3. Choose Search.
4. Open location status.

Ignore the completed column. The Activity(filing) and Interest(searches) columns indicate the priority of the location.

Increasing indexing priority for a location

You can mark a filing location for higher priority indexing in two ways:

• File an email to the location
• Mark the location as Used in the Mail Manager filing prompt

If you file an email to a location, this bumps it up the indexing priority and it should get removed from your Mail Manager search sooner.

Note: Mail Manager does not prioritise removing emails from the search as much as adding them.

Speeding up your search index

You can speed up your search index by changing the index rate in Mail Manager settings.
Mail Manager > Status > Dashboard > Search > Indexing Rate.
This will reset at next Outlook restart.

Understanding factors affecting indexing speed

Several factors can affect your indexing speed:

• If your connection to SharePoint is slow, this will reduce the index update speed
• When everyone else is new to Mail Manager, you are competing with every other Mail Manager instance to access SharePoint
• When everyone is indexing emails in SharePoint because they just installed Mail Manager, this is a poor time to test indexing speed

This will always be a bottleneck to start, but it settles down after a few weeks. This is normal behaviour.

What you can change if you are seeing the Mail Manager index using too much CPU or network bandwidth

Mail Manager has 2 main settings to reduce search index load, these are detailed below:

1. Choose "Search only locations I use" in your search settings.
Mail Manager > Tools > User Preferences > Search > Search only locations I use.

This is recommended and can be applied to all Mail Manager users via the admin preferences too.

2. Use the optional index config variable of IndexOnlyWhenSearching=1

When this config line is applied to a single user or all users of Mail Manager, their Mail Manager background indexer will only run when they are actively searching in the Mail Manager search tool, so this reduces index load down to next to nothing.
Please be aware that this will reduce your ability to find emails fast in the Mail Manager search.

To apply this please follow the instructions here:
Applying additional user preferences – Ideagen Mail Manager | Help | Ideagen Luminate

3. Adjust your SharePoint indexing interval using this variable:  SharePointIndexingInterval=02:00:00

This is the time interval between SharePoint indexing runs, in HH:MM:SS format. Default is 15 minutes. 
you could switch to 2 hours as shown above and test this out.

To apply this please follow the instructions here:
Applying additional user preferences – Ideagen Mail Manager | Help | Ideagen Luminate