Category Archives: Exchange Online

Office365 – Creating a New Shared Mailbox

Creating a shared mailbox is simple with Office 365. Follow the step-by-step below, for the simplified process.

Per Microsoft – https://support.office.com/en-au/article/Create-and-use-shared-mailboxes-ecacf5b0-b5c8-449f-a89a-b7e87dcb55d4 

Shared mailboxes make it easy for a specific group of people to monitor and send email from a common account, like public email addresses, such as info@contoso.com or contact@contoso.com. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, not from the individual user. 

Shared mailboxes are a great way to handle customer email queries because several people in your organization can share the responsibility of monitoring the mailbox and responding to queries. Your customer queries get quicker answers, and related emails are all stored in one mailbox. 

A shared mailbox doesn’t have its own user name and password. You can’t log into a shared mailbox directly using Outlook or Outlook Web App. You must first be granted permissions to the shared mailbox, and then you access it using Outlook or Outlook Web App. You don’t need to assign licenses to shared mailboxes, except when they are over their storage quota of 10 gigabytes (GB).

 

Sign in to Office 365

Click the waffle and select Admin

 

Expand Admin

Select Exchange

Select Recipients

Select Shared

 

Click +

 

Enter Display Name

Enter Email Address (this value must be unique) – Drop down the list to select the email domain.

Select the User(s) that has permissions to send mail from the shared mailbox. This can be changed later with advanced options

Enter Alias

Click Save

 

Once the shared mailbox is created, select it and click the pencil to edit the properties. Advanced settings are available.

 

Thanks for visiting and reading my posts. I am always looking for more ideas. Please comment or email me with what you would like to see.

Kelsey Epps Office365 MVP

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No Subscription Found – Office Mobile for iPhone and Android

 

When trying to sign in and activate Office Mobile for iPhone or iPad you may encounter the following error. This error is consistent on the iPhone and Android devices. My post shows screen shots from an iPhone 5, but the same solutions can be applied to Android as well.

 

No Subscription Found We couldn’t find a subscription connected to your account.

 

 

There are a number of reasons why you may encounter this error, so here are the top four fixes.

 

  1. Make sure that your Office365 user account is licensed for Office Professional Plus.

     

  2. If you have a license assigned to your Office 365 user account, give it time to replicate across the Microsoft back end servers. After the license is applied, wait at least 15-30 minutes before trying to activate Office Mobile on iPhone or Android.

     

  3. Verify that you are signing into Office Mobile with the correct account option. Login to Office Mobile with your Organizational Account. If you choose Microsoft Account you will get the error.

     

  4. If the three solutions above, don’t work:
    1. Remove the Office Professional Plus license from the Office 365 user account
    2. Allow for replication/propagation time (30-45 minutes) across the Microsoft back end servers.
    3. Add the Office Professional Plus license back to the Office 365 user account

 

Here is the Microsoft KB that details the issue.

http://support.microsoft.com/kb/2861180

 

 

Thanks for visiting and reading my posts. I am always looking for more ideas. Please comment or email me with what you would like to see.

Kelsey Epps Office365 MVP

Technical Consultant

Concepps Group

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Exchange 2007 Cutover Migration to the NEW Office 365

I covered this topic in a BLOG post for MS Press. Please click the link below and you will be re-directed there.

From the MVPs: Exchange 2007 Cutover Migration to the NEW Office 365

 

Complete Series:

Getting to know the NEW Office 365

  1. Does Microsoft have FREE training for the NEW Office 365?
  2. Signing up for the NEW Office 365
  3. Adding and Verifying a Domain for the NEW Office 365
  4. Creating Cloud Users for the NEW Office 365
  5. Configuring Desktops for the NEW Office 365
  6. Exchange 2003 Cutover Migration to the NEW Office 365
  7. Exchange 2007 Cutover Migration to the NEW Office 365
  8. Setting up AD FS and Enabling Single Sign-On to the NEW Office 365
  9. Setting up AD FS Proxy Servers for Single Sign-On to the NEW Office 365
  10. Setting up Directory Synchronization with the NEW Office 365
  11. Activating and Licensing a Synchronized User in the NEW Office 365
  12. Testing Single Sign-on to the NEW Office 365
  13. Making the Single Sign-On Solution Highly Available
  14. Exchange Hybrid Deployment with the NEW Office 365

Thanks for visiting and reading my posts. I am always looking for more ideas. Please comment or email me with what you would like to see.

Kelsey Epps

Office 365 MVP

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Exchange 2003 Cutover Migration to the NEW Office 365

A cut over migration is the simplest way to get all your existing email into Office 365. As the name implies, it’s a cutover from one service to another. Cutover migrations are supported for Exchange 2003, 2007 and 2010; for organizations with fewer than 1000 mailboxes. The setup and process is straight forward and nothing complicated. With any successful migration, some planning and testing of existing infrastructure is invaluable. Make sure that you plan and test the migration prior to trying to implement.

 

PLANNING

Before we can attempt the migration, we need to know what we are going. Microsoft has done a great job of providing good quality information for administrators to use, to plan the migration to Office 365. I always use the Exchange Deployment Assistant as a guide for all my migrations. This site is up to date and will cover most of all the migrations scenarios to Office 365

  1.  

  2. Once the site is launched, you are presented three options. Since I am doing a simple cutover migration from Exchange Server 2003, I am going to use the Cloud Only option

     

  3. Click Cloud Only

     

  4. You are now asked a series of questions on end state goals and existing setup

     

  5. Answer all the questions

     

  6. Click the next arrow

     

  7. The Exchange Deployment Assistant will generate a step by step guide for you to follow. Make sure to read and understand what you are doing.

 

TESTING EXISTING SETUP

 

Using our guide from the Exchange Deployment Assistant, we need to make sure that our Exchange 2003 infrastructure supports RPC over HTTP and Outlook Anywhere. Use the guide to verify the Exchange 2003 setup. Once the setup is verified to be correct, use the Microsoft Remote Connectivity Analyzer to verify RPC over HTTP and Outlook Anywhere.

  1.  

  2. Select the Outlook Anywhere (RPC over HTTP) test

     

  3. Click Next

     

  4. Enter all the information that is requested. Keep in mind that with Exchange 2003, using autodiscover to detect the settings will not work. Exchange 2003 doesn’t support autodiscover. These values will have to be entered manually

     

  5. Enter the Verification code

     

  6. Click Perform Test

     

  7. The test will start

     

  8. Once the test is successful, you can continue to the next step. If it’s successful with warnings, review the warnings and correct them if needed. I get a warning here, because I am using a multi-name UCC certificate. If the test fails, use the report generated and the guide (Exchange Deployment Assistant) to resolve the issues.

 

CONFIGURE CUTOVER MIGRATION

 

  1.  

  2. Open Exchange Admin Center

     

  3. Click Migration

     

  4. Click the drop down menu and select Migrate to Exchange Online

     

  5. Select Cutover migration (supported by Exchange Server 2003 and later versions

     

  6. Click Next

     

  7. Enter on-premises account credentials

     

  8. Click Next

     

  9. Enter the on-premise Exchange Server

     

  10. Enter the RPC Proxy Server

     

  11. Click Next

     

  12. Enter a name for the New Migration Batch

     

  13. Click Next

     

  14. Select a user from Office 365 to get a report once the migration is completed. You can choose to automatically strat the batch or manually start the batch later.

     

  15. Click New

     

  16. The new migration batch is created and the status is set to syncing

 

This is where we wait for the migration to happen. Depending on the number of accounts and the ammount of data, this can take some time. You can view the migration details, by clicking View Details under the Maibox Status.

You will see the accounts provisionig on the Office 365 account and then start to sync from Exchange 2003 to Office 365.

Provisioning

Syncing

 

COMPLETE THE MIGRATION

 

When all the accounts are provisioned and the sync from Exchange 2003 to Office 365 is completed, you will get a report emailed to you. Once you get the report, you can complete the migration process.

  1. Migrate Public Folders – Microsoft has released a whitepaper for the companies that have public folders to migrate to Office 365. Migrate from Exchange Public Folders to Microsoft Office 365
  2. Assign Office 365 licenses to all the users. Use this BLOG post and jump to the section about assigning licenses – Creating Cloud Users for the NEW Office 365
  3. Verify that all the DNS records are updated and pointed towards Office 365 services. Use the DNS section in this BLOG post – Adding and Verifying a Domain for the NEW Office 365.  WARNING – Once you change the MX record to point at Office 365, there is some DNS replication time. During this time email will be delivered to either Exchange 2003 or Office 365. It’s important to keep your migration batch job running for up to 72 hours after switching the MX record.
  4. Configure the desktops to use Office 365 services – Use this BLOG post – Configuring Desktops for the NEW Office 365
  5. Once you are comfortable that all the email is migrated to Office 365 and the MX record DNS replication is completed, you can stop the migration batch job.

 

At this point the migration is complete and you can retire your Exchange 2003 services. Everyone should be happy cloud users.

Complete Series:

Getting to know the NEW Office 365

  1. Does Microsoft have FREE training for the NEW Office 365?
  2. Signing up for the NEW Office 365
  3. Adding and Verifying a Domain for the NEW Office 365
  4. Creating Cloud Users for the NEW Office 365
  5. Configuring Desktops for the NEW Office 365
  6. Exchange 2003 Cutover Migration to the NEW Office 365
  7. Exchange 2007 Cutover Migration to the NEW Office 365
  8. Setting up AD FS and Enabling Single Sign-On to the NEW Office 365
  9. Setting up AD FS Proxy Servers for Single Sign-On to the NEW Office 365
  10. Setting up Directory Synchronization with the NEW Office 365
  11. Activating and Licensing a Synchronized User in the NEW Office 365
  12. Testing Single Sign-on to the NEW Office 365
  13. Making the Single Sign-On Solution Highly Available
  14. Exchange Hybrid Deployment with the NEW Office 365

Thanks for visiting and reading my posts. I am always looking for more ideas. Please comment or email me with what you would like to see.

Kelsey Epps

Office 365 MVP

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Adding External Contacts to a Distribution Group – Office 365

First, use this post to add the External Contacts. Adding Exteral Contacts to Exchange Online

If you need to create the Distribution List, use this post Creating a Distribution Group in Office 365 – Exchange Online

Follow the steps below to add the external contact to a Distribution Group.

Login to the Office 365 Admin Center

Click the App Launcher (top left corner)

Click Admin


Open Exchange Admin Center


Click Recipients

Click Groups

Select the Distribution Group

Click the Edit Pencil (A new window will open)

Select Membership

Click (A new window will open)

Double click the contact or select the external contact and click add ->

Click OK

The contact will now be in the list of members

Click Save

Thanks for visiting and reading my posts. I am always looking for more ideas. Please comment or email me with what you would like to see.

Kelsey Epps

Office 365 MVP

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Creating a Distribution Group in Office 365 – Exchange Online

A Distribution Group (DG) is a group that contains two or more people, has an email address and appears in the Global Address List (GAL) for your company. Internal and External users can send emails to the DG and it will go to all members of the DG. Distribution Groups are easy to create and manage, follow the steps below to create a new Distribution Group.

Login to the Office 365 Admin Center

Click the App Launcher (top left corner)

Click Admin


Open Exchange Admin Center


Click Recipients (1)

Click Groups (2)

Click + (3)

Click Distribution Group (4) (a new window will pop open)

Enter a Display Name (5)

Enter an Alias (6)

Enter the name for the Email Address (7)

Select the SMTP domain (if you have more than one registered in your tenant) (8)

Add Notes (9)

Select the DG owner (this person will be able to manage member of a DG) (9)

Select the DG members (these are the people that email will be sent to) (10)

Select whether owner approval is required to join the group (11)

Select whether owner approval is required to leave the group (12)

Click Save (13)

Modify the Distribution Group so that External Senders can use it (if required)

Select the Distribution Group

Click the Edit Pencil (A new window will open)

Select Delivery Management

Choose the option required for the Distribution Group. If you want to restrict external senders to specific people, then add them to the list.

Click Save

 

Thanks for visiting and reading my posts. I am always looking for more ideas. Please comment or email me with what you would like to see.

Kelsey Epps

Office 365 MVP

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Unable to Setup your Office 365 Mailbox with Outlook

We get this question all the time. People are trying to setup mailboxes from their Office 365 Account, but it’s just not working. There are a number of reasons for the problems, but most of the time it boils down to the three listed below.

Here is the most common screen shot error. This is usually an issue with DNS


Here is the second most common screen shot error. This one is clearly password.


 

Troubleshooting

Check to make sure that your user (with the issues) has an active Exchange License assigned to their account. This is done through the Microsoft Online Portal

As you can see this user has a license properly assigned.


Check to make sure that the user is filling out the Outlook prompt correctly. The first two are pretty straight forward, but the password can throw some people off.

Your Name: Keep it neat and enter the display name on the account

E-mail Address: Your Office 365 email address

Password: Your Office 365 password. Most of the time when an account is setup, the users will forget (or don’t know) to login to the portal and change their password. Until that password is changed from the default one, Outlook will not setup correctly.


Since we know that Outlook relies on an Autodiscover DNS record lets verify that we can ping. If setup correctly when you ping autodiscover (from the internal network) or autodiscover.domainname.com (from the internet), you should get name resolution to autodiscover.outlook.com. We have verified that the DNS entries are correct in our public DNS, yet when we ping autodiscover or autodiscover.domainname.com, it tells me Ping request could not find a host.



The cause of the issue is a result of running split brain DNS. The resolution to this issue is to add the autodiscover CNAME record to your internal DNS server. Since your workstation is connected to the internal DNS server and it has a zone that matches your internet zone, you will never reach the public DNS server. For this reason, the CNAME record for Autodiscover needs to be added to the internal DNS server.


Once the CNAME record is added to the internal DNS server, the workstation can now resolve the name correctly.


Once Name resolution is cleared up, Outlook will now setup your account correctly.

 

 

Thanks for visiting and reading my posts. I am always looking for more ideas. Please comment or email me with what you would like to see.

Kelsey Epps

Office 365 MVP

Email Me Follow me on Twitter Connect with me on LinkedIN Facebook Me