LexisNexis Concordance 2007 Creating Databases Creating an Email Database Document Overview Before You Begin Creating a New Outlook Profile Creating an Email Database File Importing the Outlook.PST File Additional Resources
Creating Databases Creating an Email Database 2 Concordance 2007 Quick Help Concordance is a registered trademark of Applied Discovery, Inc. 2007 Concordance. All rights reserved. LexisNexis and the Knowledge Burst logo are registered trademarks of Reed Elsevier Properties Inc., used under license. Concordance is a registered trademark and FYI is a trademark of Applied Discovery, Inc. Other products or services may be trademarks or registered trademarks of their respective companies. 2007 Concordance. All rights reserved. Concordance Concordance Image Concordance FYI
Creating Databases Creating an Email Database 3 Before You Begin This document outlines the process of importing Microsoft Outlook.PST files through Concordance s Email Import Wizard. Create separate databases from your e-document database for your e-mail file collections using Concordance s e-mail database template. The e-mail template has built in capabilities to handle attachments. Your e-mail database may then be concatenated with your e-document database. You will need Concordance Microsoft Outlook or Outlook Express and Microsoft Exchange.PST files Creating a New Outlook Profile Create a new Outlook profile for the.pst file you are importing. The name you choose for the profile will not affect any of the metadata imported into the database, however if the email message is viewed in its native application (by clicking on the camera button) it will use this Outlook profile to open it in Outlook. 1 In your Windows Control Panel, open the Mail Setup panel. 2 Select Start > Control Panel > Mail. 3 From the Mail Setup - Outlook dialog, select Show Profiles. Figure 1: Mail Setup - Outlook dialog 4 In the Mail dialog, click Add to create a new Outlook profile.
Creating Databases Creating an Email Database 4 Figure 2: Mail dialog 5 In the New Profile dialog, type the name of the.pst owner, and then click OK. Figure 3: New Profile dialog 6 In the E-mail Accounts dialog, accept the default choice Add a new e-mail account, and then click Close. Figure 4: E-mail Accounts dialog 7 Confirm that you would like to create the profile with no email accounts. Click OK.
Creating Databases Creating an Email Database 5 8 In the Mail dialog, make sure the name of your new profile is selected, and then click Properties. Figure 5: Mail dialog 9 In the Mail Setup dialog, click Data Files. Figure 6: Mail Setup
Creating Databases Creating an Email Database 6 10 In the Outlook Data Files dialog, click Add. Figure 7: Outlook Data Files dialog 11 In the New Outlook Data File dialog, choose Personal Folders File (.pst) as the Type of Storage. Figure 8: New Outlook Data File dialog 12 Click OK. Creating an Email Database File 1 Open Concordance, in the File menu click New. 2 In the Create database from template dialog, select the E-Docs tab (see figure 9). Figure 9: Create database from template E-Docs tab
Creating Databases Creating an Email Database 7 3 Select the E-Mail template database. 4 Click OK. The E-mail template has a field structure that will match the data import for the PST file. 5 When prompted, specify a directory location and name for your new e-mail database in the Save As dialog. 6 Click Save to create the database file. Importing the.pst file 1 In the E-mail database, click the Documents menu, select Import. 2 Click Email. You will be prompted to choose an MS Outlook profile. 3 Select the Outlook profile created in step 1 that matches the profile name of the owner of the.pst file. 4 Click OK. Figure 10: Choose Profile dialog 5 In the Import e-mail Folder dialog, you may import all of the e-mail messages within the Personal Folders or a specific folder within the personal folder (PST). 6 Click Next. NOTE Folders may be listed that do not contain e-mail messages, including Outlook calendars and contacts. These folders can be imported but the records created will not be complete the Import e- mail wizard only imports information related to e-mails. The Import subdirectories checkbox is selected by default and will import all emails contained in folders within the top level folders selected.
Creating Databases Creating an Email Database 8 Figure 11: Import e-mail - Folder 7 Many of the emails contained within the.pst file may have file attachments, if you choose to extract the attachments along with the messages, select the Extract attachments with e-mail option. Use the Browse button to select the directory to which attachments should be extracted. Subdirectories - You may also set the amount of files to bring into this folder, where once it s full another directory (sequentially named) will be created. NOTE When attachments are extracted, Concordance will give each attachment a new file name to prevent conflicts that may arise if attachments of the same name were extracted to the same directory. Figure 12: Import e-mail Attachments 8 You may choose specific dates of emails to import from within the.pst file, or import all e-mails by accepting the default choice Import all e-mails.
Creating Databases Creating an Email Database 9 Figure 13: Import e-mail Date range 9 Concordance s E-mail template database comes preconfigured with fields to match the data and type contained in a standard.pst file. Confirm that the metadata from the PST file are mapped appropriately with the E-mail template s database fields. 10 Make adjustments to the field mapping as necessary using the drop-down menus, and then click Next. Do not allow duplicate e-mails This option is checked by default; Concordance will compare the Message ID field to values on messages already imported. If you deselect this option, all email messages will be imported. Figure 14: Import e-mail - Fields 11 Click Import to begin the email import process.
Creating Databases Creating an Email Database 10 Figure 15: Import e-mail - Finish When the import is complete, you will receive a total messages imported alert appearing in the Status messages window. 12 Click Done. Figure 16: Import e-mail Finish (total messages imported)
Creating Databases Creating an Email Database 11 Additional Resources General Product Information http://law.lexisnexis.com/concordance Concordance Technical Support Phone: 866-495-2397 Email: concordancesupport@lexisnexis.com Concordance Training Phone: 425-463-3503 Email: concordancetraining@lexisnexis.com