Wednesday , October 16 2019

How to do a Proximity Search Using In-Place eDiscovery (NEAR) Operator in Exchange 2013

Discovery Search was introduced in Exchange 2010 but it doesn’t support NEAR operator

It was supporting AND,OR operators

So happy that Exchange 2013 does support NEAR operator .

Lets see how to use it efficiently

Let say I want to Search a Mail Content has below in my Whole Organization

“One day Alan was asleep in his bed dreaming”

How to Search Efficiently to acquire better results ?

If am going to search for a name “Alan” in my Whole Org its going to return a plenty of results

Lets Say , You remember just about Alan and Bed alone.

Approximately where Alan and Bed have 4 words in-between, You can Increase the numbers as per your wish and depends on your criteria.

This example is just for your better understanding – Please Customize it as per your wish

Search Criteria would be – Where Alan and Bed Could be Near 6 words

Criteria Would be – (Alan NEAR(6) Bed)

How to Do it ?

Step 1:

Login to Exchange Administration Center (EAC) in Exchange 2013

Step 2:

Compliance Management – Choose New

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Step 3:

Type a Friendly name for your search – And Description if required

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Step 4:

You can choose the mailboxes to search or you can search all the mailboxes

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Step 5:

Now my Criteria is

Criteria –

(Alan NEAR(6) Bed)

Explanation – Alan and Bed – both are within 6 words

Specify a Date if you wish to narrow down your search more

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Also you can make a Search like – (Note – use can use also OR,AND operators)

Criteria – (Alan NEAR(6) Bed) OR (Alan NEAR(8) Dream*)

Explanation –

Alan and Bed – both are within 6 words

OR

Alan and Dream(Wildcard –Anything starts with Dream) – both are within 8 words

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Step 6:

Choose Finish

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Step 7:

Now your Search will be saved – Choose  Close

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Step 7:

Now you can see Estimate partially Succeeded and number of items Returned

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Step 8:

You can Preview your Search results- where viewing the results is more convenient in exchange 2013

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Preview Results

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Step 8:

To Copy the Results

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Choose Copy Results – You can copy Search results to a Discovery mailbox

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To View the Content in a mailbox – Choose Open in Right side of the Results

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Now you can see all the Results in the Discovery Mailbox

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Step 9:

If you want to Extract the Content to a PST

Create a Share –

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Add Mailbox Import Export Permission –

New-ManagementRoleAssignment –Role "Mailbox Import Export" –User Administrator

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Close and Reopen Shell-

New-MailboxExportRequest –Mailbox DiscoverySearch* –FilePath "\\ServerName\ShareName\SearchResults.pst"

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You can add the PST File to an Outlook and use the Search Results

Hope it helped you for better understanding !!

About Satheshwaran Manoharan

Satheshwaran Manoharan is an Microsoft Office Server and Services MVP , Publisher of Azure365pro.com. Specialized in Office365 / Microsoft Exchange / Virtualization , Sathesh is an Messaging Expert supporting/Designing/Deploying many medium size businesses to large enterprises when it comes to Corporate messaging and Virtualization Infrastructure

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6 comments

  1. Nice Explanation 🙂

  2. Hey Sateesh,

    All the articles are really awesome, You are doing a great job. you are Gems 🙂

    Regards
    Amit Raj Singh

  3. Why search status is showing “Estimate partially succeeded” instead of “Estimate succeeded”? what is the difference between them?

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