Microsoft Outlook Metadata Inventory Template for Referrals

Yes, we recommend a metadata-only Microsoft Outlook inventory template to help partners identify suitable companies for referral without ever accessing sensitive data. This template focuses on record types and date ranges to assess data licensing potential.

Optimize Your Referrals: Outlook Metadata Inventory Template

For Microsoft 365 advisors looking to refer companies to SourceX, understanding a potential client's data landscape is key. However, accessing sensitive client data is never required, nor permitted, for our partners. Instead, we advocate for a metadata-only approach to identify valuable data assets within a company's Microsoft Outlook environment. This method ensures privacy and compliance while still enabling effective qualification.

This template helps you gather the right information to assess a company's potential for data licensing, without touching any actual data content. It focuses on the types of records and their date ranges, offering a high-level overview that indicates the presence of license-ready data.

Why a Metadata-Only Approach?

SourceX partners never handle company data. Your role is to make the introduction to eligible US companies. By using a metadata-only template, you can facilitate the initial assessment process while fully respecting client data privacy. It's about identifying the existence and scope of data, not its content.

The SourceX Partner Advantage

As a SourceX referral partner, you introduce US companies with 50+ full-time employees at peak, years of operating records, rights to license the data, and an authorized sponsor. SourceX is the enterprise data transaction layer for AI, managing data licensing from sourcing and rights review to delivery and payment. You can earn 25% of the eligible platform fees SourceX actually collects from the referred company's licensing deals, capped at $100,000 cumulative per referred company. This reward is a share of SourceX's fee and is never deducted from what the company receives.

Metadata Inventory Template: Microsoft Outlook

This template is designed to be completed by the referred company's internal IT or data management team. Your role as a partner is to provide this framework and guide the conversation, not to fill it out yourself or view the actual data.

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Microsoft Outlook Data Inventory - Metadata Only

Company Name: [Company Legal Name] Contact Person (Internal Data Team): [Name, Title, Email] Date of Inventory: [YYYY-MM-DD]

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1. Email Communications (Outlook Mailboxes)

Data TypeDescriptionOldest Record Date (Approx.)Newest Record Date (Approx.)Estimated Volume (GB/TB/Count)Retention Policy (e.g., 5 years, indefinite)
:---------------------:-------------------------------------------------------------:---------------------------:---------------------------:-----------------------------:-------------------------------------------
Employee MailboxesGeneral business communications, internal/external
Shared MailboxesDepartmental, project-specific, or functional mailboxes
Archive MailboxesHistorical email data
Sent ItemsOutgoing communications
Calendar ItemsMeetings, appointments, event data

2. Public Folders (if applicable)

Data TypeDescriptionOldest Record Date (Approx.)Newest Record Date (Approx.)Estimated Volume (GB/TB/Count)Retention Policy (e.g., 5 years, indefinite)
:---------------------:-------------------------------------------------------------:---------------------------:---------------------------:-----------------------------:-------------------------------------------
Document ArchivesStructured/unstructured documents, policies, reports
Project DiscussionsHistorical discussions, notes
Contact ListsShared contact information

3. Attachments (associated with emails/calendar items)

Attachment TypeDescriptionOldest Record Date (Approx.)Newest Record Date (Approx.)Estimated Volume (GB/TB/Count)Typical Content (e.g., PDFs, Office docs, images)
:---------------------:-------------------------------------------------------------:---------------------------:---------------------------:-----------------------------:------------------------------------------------
Standard Business DocsInvoices, contracts, reports, proposals
Technical SpecsProduct designs, engineering documents
Research DataSurvey results, market analysis

4. Other Relevant Metadata Considerations

  • Total Estimated Outlook Data Volume: [e.g., 5 TB, 20 TB, etc.]
  • Oldest Data Retention Date across all Outlook data: [YYYY-MM-DD]
  • Data Consistency/Standardization: [e.g., highly consistent, varied formats, etc.]
  • Known Data Quality Issues (high-level): [e.g., some missing metadata, duplicates]
  • Geographic Distribution of Data Holders: [e.g., primarily US, global presence, etc.]
  • Any specific legal or regulatory restrictions on this Outlook data? [Yes/No, if Yes, briefly describe]

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This template allows the referred company to provide the necessary high-level context for SourceX to understand the scope of their Outlook data, leading to a more informed initial discussion about data licensing opportunities with AI labs and data buyers.

Refer a company · How rewards work

  1. Step 1Share your linkSend your personal link to a company you know.
  2. Step 2Company appliesThe company applies itself at /apply.
  3. Step 3Buyer selects and paysThe buyer selects and pays for the data and SourceX receives its fee.
  4. Step 4You get your rewardYour share of SourceX fees becomes payable.

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By SourceX Partnerships Team · Published 2026-10-09 · Updated 2026-10-09

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