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Email Routing For Users on Office 365

    Question

  • Hi.

    I have the following setup & scenario in my environment:

    3 x Exchange Server 2010 w/SP3; 1 x mailbox role, 1 x CA/Hub role + 1 x edge role.

    I have a set of about 50 users on linked mailbox (on a specific domain e.g. xxx.com) who have moved out to Office 365 platform.

    I need to keep their existing mailbox for specific duration due to compliance requirements.

    I'm facing an issue where emails sent by my other Exchange users to this set of users (xxx.com) is still being sent to the existing internal mailbox rather then to their Office 365 mailbox.

    How can I resolve this permanently?

    For now, I have set a transport rule for every single mailbox to send a copy of the email to Office 365 mailbox.

    Appreciate if someone can guide me through a permanent solution, as I'm wondering how would the routing work once these mailboxes have been removed.

    Regards,

    spurs_adr


    Adrian

    Sunday, December 6, 2015 3:13 AM

Answers

  • Do you need to keep a copy of messages in both on-prem and cloud mailboxes? If so, you can use the transport rule or simply setup forwarding to the user@tenant.onmicrosoft.com domain. If no copies needed, just configure the targetaddress to point to user@tenant.onmicrosoft.com.
    Sunday, December 6, 2015 8:34 AM
  • Hi,

    Linked mailboxes are used for a different purpose where you have an AD user in one forest and they log into their mailbox in a different forest across a forest trust. This is not what you require. 

    As you need to keep the migrated mailboxes, follow the steps below:

    Now, when a user sends an email to this domain, Exchange will know that it is not authoritative for the domain and so will route it out to the internet using your smart host or using DNS (MX records). This should then be delivered to the mailboxes in Office 365. 

    When you then need to remove the mailboxes, you can just do this without a problem as they are not involved in routing email. 

    Thanks.


    Please mark as an answer if this answers your question

    Mark Gossa

    MCSE 2003, MCITP Enterprise Administrator 2008 R2, MCSA 2012 R2, MCTS Exchange 2010, MCTS SQL 2012, MCTS SharePoint 2007, VCP4, VCP5, CCNA

    Blog: http://markgossa.blogspot.com   LinkedIn:

    Posts are provided “AS IS” without warranty of any kind, either expressed or implied.


    Sunday, December 6, 2015 10:37 PM
  • Hi Adrian,

    Try removing the existing internal smtp address which is also listed in these mailboxes.

    Best regards,


    Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact tnmff@microsoft.com.

    Niko Cheng
    TechNet Community Support

    • Marked as answer by spurs_adr Wednesday, December 9, 2015 9:59 AM
    Tuesday, December 8, 2015 10:56 AM
    Moderator

All replies

  • Do you need to keep a copy of messages in both on-prem and cloud mailboxes? If so, you can use the transport rule or simply setup forwarding to the user@tenant.onmicrosoft.com domain. If no copies needed, just configure the targetaddress to point to user@tenant.onmicrosoft.com.
    Sunday, December 6, 2015 8:34 AM
  • Hi,

    Linked mailboxes are used for a different purpose where you have an AD user in one forest and they log into their mailbox in a different forest across a forest trust. This is not what you require. 

    As you need to keep the migrated mailboxes, follow the steps below:

    Now, when a user sends an email to this domain, Exchange will know that it is not authoritative for the domain and so will route it out to the internet using your smart host or using DNS (MX records). This should then be delivered to the mailboxes in Office 365. 

    When you then need to remove the mailboxes, you can just do this without a problem as they are not involved in routing email. 

    Thanks.


    Please mark as an answer if this answers your question

    Mark Gossa

    MCSE 2003, MCITP Enterprise Administrator 2008 R2, MCSA 2012 R2, MCTS Exchange 2010, MCTS SQL 2012, MCTS SharePoint 2007, VCP4, VCP5, CCNA

    Blog: http://markgossa.blogspot.com   LinkedIn:

    Posts are provided “AS IS” without warranty of any kind, either expressed or implied.


    Sunday, December 6, 2015 10:37 PM
  • Hi Mark.

    I had done everything as per your recommendation.

    I have no issue with email routing when it comes to the external users sending email to this group of users.

    However, the issue arise when my other internal users send email to this group; the email is not routed to the internet to Office 365 - it gets delivered to their existing mailbox.

    The existing mailbox for this group of users have their primary SMTP email address set to xxx@<companyname>.onmicrosoft.com. The existing SMTP address is also listed - could this be the issue?

    Regards,

    spurs_adr


    Adrian

    Tuesday, December 8, 2015 4:58 AM
  • Hi Adrian,

    Try removing the existing internal smtp address which is also listed in these mailboxes.

    Best regards,


    Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact tnmff@microsoft.com.

    Niko Cheng
    TechNet Community Support

    • Marked as answer by spurs_adr Wednesday, December 9, 2015 9:59 AM
    Tuesday, December 8, 2015 10:56 AM
    Moderator
  • Hi Mark.

    I had done everything as per your recommendation.

    I have no issue with email routing when it comes to the external users sending email to this group of users.

    However, the issue arise when my other internal users send email to this group; the email is not routed to the internet to Office 365 - it gets delivered to their existing mailbox.

    The existing mailbox for this group of users have their primary SMTP email address set to xxx@<companyname>.onmicrosoft.com. The existing SMTP address is also listed - could this be the issue?

    Regards,

    spurs_adr


    Adrian

    Hi,

    When I say assign a temporary address to the mailbox, I mean remove all SMTP addresses and assign a random address using your internal domain. This way your Exchange server no longer finds this email address in the organization and send the email to the internet. 

    You must remove the accepted domain entry for this domain also. 

    Thanks.


    Please mark as an answer if this answers your question

    Mark Gossa

    MCSE 2003, MCITP Enterprise Administrator 2008 R2, MCSA 2012 R2, MCTS Exchange 2010, MCTS SQL 2012, MCTS SharePoint 2007, VCP4, VCP5, CCNA

    Blog: http://markgossa.blogspot.com   LinkedIn:

    Posts are provided “AS IS” without warranty of any kind, either expressed or implied.

    Tuesday, December 8, 2015 9:08 PM