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Margie's Travel is comprised of 5 employees. Margie and her husband, Mike, want to start using the advanced features offered by Office 365 to take advantage of the fact that they need to keep an eye on the business from their mobile devices. At the present time, all 5 employees have their email hosted by A. Datum Corporation, who hosts their website and provides basic IMAP-based email. All contacts, tasks, and calendaring is done locally on Outlook, as they have no Exchange server today. Although Margie expects her other 3 employees may want to move to Office 365 at some point, for the moment, she wants to begin using it with her husband before they decide to move everyone to the cloud. She wants no impact to her customers, that is, she doesn’t want to change email addresses.
DNS Name Servers
preference = 10, mail exchanger = mailserver.adatum.com
“v=spf1 mx include:adatum.com ~all”
DNS Name Servers
“v=spf1 mx include:adatum.com include:outlook.com ~all”
There are a few things to point out before proceeding. First of all, while this approach may work with Office 365 Enterprise, the preferred approach for those customers is to make use of the recommended Hybrid configuration tools. In order to make use of certain functionality (for example, free-busy sharing, secure mail, GAL synchronization, single management, single sign on, etc.), DirSync is required. In this case, however, since there are only 5 employee mailboxes, Margie won’t have to do too much ongoing administration. Sue, Sally, and Scott do not use their calendars much today (other than for keeping their own personal schedules), and their mailboxes are hosted on an IMAP server that does not support these features, so this simple solution is perfect for their needs. In addition, when the decision is made to move Sue, Sally, and Scott to Office 365, all of them will be manually moved at one time.
The next thing to note is that this will not work if the ADATUM mail server does not support forwarding for Margie and Mike. Although the server does not need to keep a copy, it will need to forward all messages to Office 365 as the MX record still points to A. Datum in this scenario. Most mail servers will support this functionality in some way – contact your current email provider for exact steps.
Finally, Office 365 has anti-spam protection provided by Forefront Online Protection for Exchange (FOPE). If FOPE detects a lot of spam being forwarded by the ADATUM mail server, it may potentially block the A. Datum server, which could break the scenario and require a support call to fix. With the current version of Office 365 Professional, there is no way to “safe list” the A. Datum server. Margie and Mike are pretty confident in the spam protection that ADATUM provides today, however, so they are able to continue with this configuration.
If you already have a Sender Policy Framework (SPF) record, then the simplest thing you can do is add "include:outlook.com" to the current TXT record, similar to the example in the "Desired configuration" table above.
If you don't have an SPF record, you probably should go ahead and create one now. SPF records are increasingly crucial when mail servers not associated with your domain send mail on your behalf, like Office 365 will be doing in this configuration (the MX records will still point to the old server).
There are wizards that can help you create a proper SPF record, but at a minimum you want the IP/DNS entry for your current email provider, plus "include:outlook.com" to authorize Office 365.
In addition, while logged in to your DNS provider, you may want to go ahead and create additional required Office 365 records.
Although the server does not need to keep a copy, it will need to forward all messages to Office 365 as the MX record still points to A. Datum in this scenario. Most servers will support this functionality in some way – contact your current email provider for the exact steps.
Because @margiestravel.com is being used by the ADATUM server, you will need to setup forwarding to the onmicrosoft.com domain that was provided at signup, for example, @margiestravel.onmicrosoft.com.
To do: add/linke sample forward instructions for common mail providers
Since there are only two users to move, and since Margie and Mike are both using Outlook today, the email can simply be moved by opening the old .PST file in the new Outlook profile and copying the messages, calendar items, contacts, etc. One pushed to the proper locations in the Office 365 mailbox, the items can all be accessed from any device, anywhere.
When more mailboxes are involved -- and particularly when the employees are not already using Outlook -- you may wish to consider the Simple Migration tools available in Exchange Control Panel.
For all mailbox migration options and considerations see the E-Mail Migration Overview.