Un-provisioned User List

The un-provisioned user list represents a list of “orphan” messages that were captured on your organization’s behalf in the Exchange Hosted Archive service. They may be for invalid recipients, Users who started to receive e-mail before their Archive account was provisioned in EHA or who have had all proxy addresses removed from their accounts in EHA, mail enabled Distribution Groups, or even Service accounts.

Action needed: 

  1. In order to ensure that currently un-provisioned users have mailboxes added in Exchange Online you would need to import un-provisioned user addresses to the Admin Center. You may use a CSV upload file to do so and as described on the Import Multiple Users page on TechNet.
  2. If any SMTP addresses in the list belong to existing users in your environment please ensure the alias has been assigned to the appropriate existing mailbox in both EHA and in Exchange Online

 If none of the SMTP addresses on the list represent valid users please confirm this to be the case by replying to this message and no further action is needed.

Distribution Groups

The message replay process may cause re-submission of messages to your Distribution Groups (DG) which is generally not desirable behavior because group membership may have changed. The default action when migrating your messages out of EHA is to route the messages originally sent to a DG into a new User mailbox created specifically for the DG, and distribute the messages to the current membership. This default action may not be what you desire, and if so we need to know how you want these messages handled:

  1. Replay the messages into a new mailbox created specifically for the message replay from EHA. New messages to Distribution Groups will not be impacted and only the archived replay messages will go to this mailbox. 
  2. If you were using Envelope Journaling to send messages to the Exchange Hosted Archive, then original DG membership is known and therefore Microsoft does not need to create a special mailbox for DG messages. The original message will be delivered to the mailboxes of the original DG members. If you are unsure about whether you had Envelope Journaling Enabled, you should select option 1.
  3. Do not create a mailbox for DG messages and allow all messages to be replayed to the current membership of the DG, as is. This is likely to be least desirable based on the volume of message replay.  

Action needed: 

  1. If Federated and you select option 1 you will need to provision the DG mailboxes on-premises
  2. If Federated and selecting option 2 please confirm by replying that this is your selection.
  3. If Federated and selecting option 3 please confirm by replying that this is your selection.
  4. If you are Office 365 fully hosted and selecting option 1 the transition team can provision the mailboxes, by replaying to confirm this is your selection.
  5. If Office 365 fully hosted and selecting option 3 please confirm by replying that this is your selection.

Mail Enabled Users (previously known as Contacts)

Mail Enabled Users or MEUs are contacts that have a presence in your mail system and are often for external recipients. The message replay process can cause re-delivery of messages to these MEUs which is generally not desirable behavior. The default behavior for the Message Replay is to route the messages originally sent to an MEU into a new User mailbox created specifically for the replay. To avoid confusion we need to know how you want these messages handled:

  1. Default: Replay the messages into a new mailbox created specifically for the replay. New messages to MEUs will not be impacted and only the archived replay messages will go to this mailbox.
  2. Do not create a mailbox for Mail Enabled User messages and do not replay them to the MEU SMTP address only. 
  3. Do not create a mailbox for an MEU message and allow all messages to a Mail Enabled User SMTP address to be replayed as is. This will result in all messages being re-sent to the MEU as configured. This is likely to be least desirable based on the volume of message replay.  

Action needed: 

  1. If Federated and you select option 1 you will need to provision the MEU mailboxes on-premises
  2. If Federated and selecting option 2 please confirm by replying that this is your selection.
  3. If Federated and selecting option 3 please confirm by replying that this is your selection.
  4. If you are Office 365 fully hosted and selecting option 1 the transition team can provision the mailboxes, by replying to confirm this is your selection. 
  5. If you are Office 365 fully hosted and selecting option 3 please confirm by replying that this is your selection. 

Primary and Secondary SMTP Addresses

Some Exchange Hosted Archive accounts have been provisioned with either a Primary or Secondary SMTP address that do not appear on the associated Exchange Online account. These addresses must be in place on the Exchange Online mailbox prior to the replay or these messages will not populate the Exchange Online archive.  For example a mailbox for jdoe@contoso.com in your mail environment does not have the secondary address shown in Exchange Hosted Archive of john.doe@contoso.com. Conversely your environment may have a mailbox for jane@contoso.com but Exchange Hosted Archive has an account for jane.doe@contoso.com with a secondary address of jane@contoso.com 

Action needed:  

  1. If you want to have the mail for all SMTP Addresses present on Users in EHA delivered to the matching mailbox in Exchange Online then add the all SMTP addresses found in EHA to the associated Exchange Online mailbox as shown in the attached list.
  2. If you would like the mail for the missing SMTP Addresses delivered to a different mailbox in Exchange Online then create a new Exchange Online mailbox with the SMTP Addresses in order to accept the e-mail. Mail will be delivered to the Exchange Online mailbox that has the SMTP addresses of the message’s recipients. 
  3. If fully hosted on Exchange Online this can be completed by Microsoft as part of your transition. Please replay to confirm you are fully hosted on O365.    

Mailbox Level Forwarding Rules

To avoid re-sending of messages we ask that you take action on your Mailbox level forwarding rules. Inbox based rules are not problematic as the replay messages do not trigger Inbox rules. However Mailbox level forward rules are problematic and will forward all replayed messages. Please review the attached list which shows the affected mailbox and the forward address configured.  

Action needed:  

  1. Convert Mailbox level forward rules to an Inbox rule to forward the messages. Inbox level rules will not forward the archive replay messages. This change can be reverted after the message replay from EHA has been completed if desired.
  2. Disable the mailbox level forward rule if it is not actively in use.
  3. There is also an option to have the transition team update the Mailbox level forward to an Inbox rule prior to the beginning of the message replay, then revert the change once the replay from EHA has been completed. Please confirm by replying that this is your preferred action.