The following guide has been put together to answer frequently asked quesitons about the Exchange Hosted Archive (EHA) to Office 365 Advanced Archiving capablities transiton. 

 Top Questions about Microsoft Office 365 Advanced Archiving for Existing EHA Customers. 1

 Availability and Scheduling of Transition to Office 365. 4

 Questions about New System Requirements. 4 

 Additional Questions about Availability and Timing of Office 365. 5

 Billing, Pricing and Licensing. 5

Top Questions about Microsoft Office 365 Advanced Archiving for Existing EHA Customers

Q. What is Office 365? 

Microsoft Office 365 delivers the power of cloud productivity to businesses of all sizes, helping to save time, money and free up valued resources. Office 365 combines the familiar Office desktop suite with online versions of the next-generation communications and collaboration services from Microsoft: Exchange Online, SharePoint Online, and Lync Online. Office 365 services are easy to administer and simple to use – and backed up by robust security, reliability and control to run your business.


Q. What is Office 365 Advanced Archiving capabilities?

Microsoft Office 365 advanced archiving can assist organizations with their archiving, compliance, regulatory, and eDiscovery challenges by securely archiving defined sets of email, calendar and contact information  through policies and rentention settings established with commonly used administrative tools.


Q. What are the Advanced Archiving capablities options in Office 365?

 Microsoft Office 365 has two flavors of advanced archiving available for organizations based on your where mailboxes reside.  Organizations with Exchange mailboxes on-premises can use Exchange Online Archiving; and organizations with mailboxes on Exchange Online use the archiving services integrated into Exchange online for ease of management.


Q. Is Office 365 Advanced Archiving the next version of EHA?

 Office 365 Advanced Archiving is a new online service with new capabilities, new user experiences, and new online platform capabilities. Advanced Archiving takes advantage of the new 2010 server software in Microsoft Online Services datacenters, as well as other major new service and platform investments.  For more information on the differences of EHA and Office 365 Advanced Archivinig, please refer to the Exchange Online Archiving Service Description.


Q. What archiving service will I receive when I transition from EHA to Office 365?

 You will be transitioned to the Office 365 service that best matches your existing archiving features. Refer to the table below for a view of some different scenarios.

Existing Services

Office 365 Equivalent Services

EHA (for on-premises use)

O365 Exchange Online Plan 2 

Exchange Online Std + EHA

O365 Exchange Online Plan 2 


O365 Suite E1 + O365 Exchange Online Plan 2

Exchange Online Deskless + EHA

O365 Exchange Online Plan 2 

BPOS Deskless Suite + EHA

O365 Kiosk Suite K1 + 0365 Exchange Online Plan 2


 Q. When I make the transition to Office 365, what actions are still required?

Microsoft is responsible for transition all of your existing archive data, including retention and legal hold policies.

You will be responsible for making sure that they have completed the required pre-requisistes.   You will also be responsible for end-user training and configuring new features and capabilities that will be delivered by Office 365 Advanced Archiving. All customers transitioning to Office 365 should study the Microsoft Exchange Online Archving and Exchange Online for Enterpirses Service Descriptions and prepare for new capabilities and improved ways of performing many administration tasks.


Q. How are messages in EHA moved to the Office 365 Exchange Online Archive?

Messages in EHA will be submitted to Exchange Online by replaying then over an SMTP transport. This means it is very important that Exchange Online has mailboxes with associated primary e-mail addresses, as well as secondary addresses if they exist. Microsoft will create these Exchange Online mailboxes based on the user list that exists in EHA. There are actions you need to take to confirm that all mailboxes will be created. To learn more about this important topic, please visit the Un-provisioned Users page, as well as the EHA Data That Will Not Migrate to Office 365 page, and the EHA Transition Special Handling Considerations for Un-provisioned Users, Distribution Groups, Contacts, and Forwarding Rules page.  

Q. Can a customer limit access to Office 365 based on the IP address of the user?


No, simple IP address based restrictions are not currently available in Office 365. However using Single Sign On (SSO) by configuring Active Directory Federated Services (AD FS) offers methods for restricting access using Client Access Policies. For information visit the Limiting Access to Office 365 Services Based on the Location of the Client.

Q. Why are e-mail messages not found when searching in Exchange Online e-mail for key words that exist in an attached PDF file?

Indexing of PDF attachments is not supported in the current version of Office 365's Exchange Online. This is a known issue and is targeted to be included in a future release.

Q. When importing messages to Exchange Online using the PST Capture Tool is the folder structure from the PST maintained in the Archive?

Short Answer: Yes. Long Answer: Depends on the settings you choose. You can keep the folder structure or set all message to go into a single folder. See and look under the section labeled Message Import Settings to see possible options.

Q. I use Office 365 Exchange Online for my company's e-mail. EHA users that have departed long ago from our company are now appearing in our online Address Book after the transition. How can we hide these? 

This can be done using PowerShell, visit the Hide a User from the Shared Address Book in Office 365 page for instructions. However you should not need to do this because this is automatically done during the transition from EHA to Exchange Online Archiving. Any new mailbox that was created because of the EHA transition will be hidden by default from your GAL (you will still see these mailboxes in Administration and Discovery).  


Q.  Outlook 2003 does does not connect to the Office 365 archive how can I view or export messages from the Office 365 archive?

EHA customers will be transitioned to Office 365 Exchange Online using an Office 365 Enterprise license which includes the right to download and install Microsoft Office Professional Plus. To download Office with Outlook 2010 visit the O365 Resources and Downloads page (requires logon).

Q. Where can I get more information about transitioning to Office 365?

Microsoft has developed the EHA Transition Center website to help provide customer with information on how to prepare for transition as well as information on what to expect during and post transition.


Availability and Scheduling of Transition to Office 365


Q. When will Microsoft transition my EHA service to Office 365?

 Microsoft will be transitioning customers on a rolling schedule.   You will be notified when your organization is scheduled for transition.


Q. Can I decide not to transition to Office 365?

Microsoft has discontinued all new sales of EHA and will retire the service when all existing customers have been transitioned to the new service in 2013.  All customers will be transitioned to Office 365 that have not taken alternative steps to transition off of EHA. Microsoft is working with LiveOffice as an alternative partner solution for those that do not wish to transition their EHA Archive to Office 365.

Q. How do you setup journaling where Office 365 is the source and LiveOffice, or any other destination, will receive the journaled messages?

Journaling requires an Enterprise version of the Office 365 service. As a global administrator you can configure journaling under the Journaling tab, which is found by logging into OWA (Outlook Web Access), opening the Options drop down in the upper right corner and selecting All Options > Manage Your Organization > Mail Control > Journaling tab. For more information about configuring journaling visit the Create Journal Rules page.


Q. When will I hear from Microsoft with a date for my transition?

Microsoft is scheduling customers for transition starting at the beginning of 2012. Most customers will receive three email messages scheduling your transition, beginning approximately 30 days before the transition date:

  • 30 days before: You will receive an email asking you to complete all transition preparation by a specific date, called the “Get Ready” date. \
  • On or after the Get Ready date: The second email will indicate a range of dates during which your transition will occur.
  • Transition date: The last email will give you  a specific transition date.

Q. Once my archive transition begins, how long will it take and will I have access to my archived data?

During migration you will maintain access to your messaging data using the EHA Viewer up to the moment of completion. For users there will be no down time. During the last week of your migration, there will be an administrative lockdown period called maintenance mode which affects the Admin Center only and does not affect users accessing your archive data. Migrations are being performed through mid 2013. Microsoft will send your company contacts a 30 day notification prior to your scheduled migration.  Please visit to learn about things you need to do to prepare.

Q. What happens to EHA accounts that are created during the transition maintenance mode?

Microsoft recommends that you do not make changes to your EHA settings in the Admin Center during maintenance mode including adding, modifying or removing users. However users may still be created by your filtering administrator, or the Directory Sync Tool, or by other means out of your control. New users created during maintenance mode will be transitioned last to Office 365 along with their messaging data that was received during maintenance mode.

Q. How can I have confidence that all mail was transitioned from EHA to the Office 365 Archive?

When messages are migrated, Office 365 inserts the message and then sends a confirmation back to EHA where each message is marked as successfully migrated - equivalent to a delivery receipt for every message. Transition is complete when all confirmations have been returned. Note, that not all messages will be migrated from the EHA to Office 365. Please visit the EHA Data That Will Not Migrate to Office 365 page for more information.


Questions about New System Requirements


Q. What are the system requirements of Office 365?

For existing EHA customers, we have waived the Exchange Online Archiving (EOA) system requirement of Exchange 2010 w/Service Pack 1.  Therefore, existing on-premesis Exchange customers can continue to run Exchange 2003 or Exchange 2007 and continue to archive to EOA.  There are no additional system requirements for Office 365 Advanced Archiving for these customers. 


Q. What has changed between the current EHA service and the new Advanced Archiving Service in Office 365?

For a list of changes between Exchange Hosted Archiving & Office 365 advanced archiving please refer to the Exchange Online Archiving Service Description.


Additional Questions about Availability and Timing of Office 365


Q. How do I prepare my users for the transition?

 Customers should take the following steps:

Q. If a Microsoft customer is not planning to transition their e-mail infrastructure to Office 365 Exchange Online in the future how long will Microsoft support journaling from the customer's on-premise Exchange infrastructure to the Office 365 archive?

Microsoft will support the journaling configuration of migrated EHA customers far into the future. Microsoft will notify customers a minimum of one year in advance should a future version of Exchange Online cancel journaling functionality.


Billing, Pricing and Licensing


Q. My existing EHA service is coming up for renewal, or has already expired, and I have yet to receive a transition date.  How can I renew my EHA service?

It is not possible to renew EHA. Your service will not be cancelled before it is transitioned to Office 365 unless you indicate you are cancelling the EHA service. Upon transition from EHA to Office 365 you will be granted trial licenses which will give you time to choose an Office 365 licensing option. An important step to prepare for transitioning your data is to make sure your company contacts are current in the Admin Center. Visit the < > web site to find more information about what you can expect and what you should do to prepare for migration.Depending on the type of existing EHA agreement, the customer needs to contact the licensing specialist, partner or Microsoft account team for more information.


Q. Will I have to pay more for Office 365?

All  existing customers that have an active EHA license today will be granted equivalent O365 licences at no additional cost through end of current agreement. For additional information contact your licensing specialist, partner or Microsoft account team.


Q. Can I start an Office 365 trial account, and after transition, assign my EHA licenses to users on the new trial account?

As a part of the transition from EHA to Office 365, Microsoft will move the accounts and data from EHA to Office 365 on your behalf. If you want to learn about Office 365, you can sign up for a trial account but will not be able to transition that trial account to your transitioned EHA account. Be aware of the following if you choose to create a trial account:

  • Do not use a domain name that you are currently using or one that you may want to use in the future because this may interfere with your transition.
  • User accounts and data in the trial account are only for testing.  These accounts and data cannot be moved to the Office 365 account that is receiving your transitioned EHA data.


Q. Can I buy services or seats on Office 365, even if I have not transitioned my existing service?

You cannot purchase services or seats on Office 365 using your existing domain and Microsoft Online Services ID until your EHA service is transitioned to Office 365. You can create a new account and domain in the customer portal and purchase services for that account and domain directly; however, there is no way to “merge” subscriptions purchased on Office 365 with your transitioned EHA subscriptions.