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Move shared mailboxes in Hybdrid deployment

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I posted about this issue in http://community.office365.com/en-us/f/162/t/20894.aspx but moderator asked me to open a new topic.

 

I have an hybrid deployment and need to move more than 200 shared mailboxes. Of course I need them to appear as Shared so I don't have to pay for a license. My question is about how to move them to Exchange Online.

 

When I move them as normal mailbox and then convert them to type Shared in Exchange Online, Directory Sync will overwrite the change and mark the mailbox as type User again.

 

A work-around was suggested in the other topic. Export the content of the mailbox to PST, remove the mailbox, create a new shared mailbox in Exchange Online and import the PST file. But this mailbox will not be synchronized to on-premises, will it? This means my on-premises users can no longer use the mailbox after I recreate them in Exchange Online.

 

Any advice on how to move shared mailboxes is greatly appreciated.

Verified Answer
  • Hi Jetze,
    After testing on my side I think there is somehow you cannot use on-premises users without licenses to be added in the distribution group of Office 365. If you'd like to use shared mailbox of Office 365, all users must have online mailboxes licenses. Sorry, my previous answer caused some confuse for you.
        1. Using new-remotemailbox/set-remotemailbox to create associated mailbox in on-premise and online. (rich coexistence)
            New-remotemailbox: http://technet.microsoft.com/en-us/library/ff607480.aspx.
            Set-remotemailbox: http://technet.microsoft.com/en-us/library/ff607302.aspx.
        2. Keep mailbox as regular mailbox, and give enough permissions, sending and recipient, to the users.
    In this way I think you have to pay for the shared mailboxes that you want.
    One similar scenario that you can refer to: http://community.office365.com/en-us/f/160/t/932.aspx.

    Best Regards
    Martin Xu
    Microsoft Office 365 Support

All Replies
  • Mailbox cannot be accessed cross premises, no matter which type it is.

    I think you may need your on-premise users to send email to this shared mailbox. So create an contact and set the address (onmicrosoft.com) of shared mailbox.


  • Hi Jetze,

    One Approach you can try is

        1. Migrate your shared mailbox to Office 365. Using PST to do migration.

        2. Change migrated mailboxes to Shared Mailboxes.

        3. Create distribution group including shared users: http://help.outlook.com/en-us/140/ms.exch.ecp.newdistributiongroup.aspx.

        3. To configure a mailbox so that a user/distribution group other than the mailbox owner can use that mailbox to send messages by using PowerShell, use the following command, here you can use the DL which you created in step 3.:

            Add-RecipientPermission -Identity -Trustee -AccessRights SendAs

        4. To grant full mailbox access to a user/distribution group other than the mailbox owner by using PowerShell, use the following command line:

            Add-MailboxPermission -Identity -User -AccessRights FullAccess -InheritanceType All

    This mailbox cannot be synchronized with on-premise, it's only an online mailbox. If you add on-premise users in above created distribution group after synchronization with local AD, the on-premise users can use this Shared Mailbox.


    Best Regards

    Martin Xu

    Microsoft Office 365 Support

  • Just to be clear, when you say "migrate" in step 1. you actually mean remove the mailbox and create a new one in Exchange Online. Correct?

    "This mailbox cannot be synchronized with on-premise, it's only an online mailbox. If you add on-premise users in above created distribution group after synchronization with local AD, the on-premise users can use this Shared Mailbox"

    You said on-premises users can use the new mailbox, but the mailbox has disappeared from the on-premises GAL, is no longer member of DL's and can no longer accept e-mail from both external as on-premises users. I'm afraid I disagree that users can still use the mailbox.

  • Winston, I appreaciate your help but that answer is not correct. I suggest you read a bit more about a hybrid deployment: technet.microsoft.com/.../ff633682

  • Hi Jetze,
    After testing on my side I think there is somehow you cannot use on-premises users without licenses to be added in the distribution group of Office 365. If you'd like to use shared mailbox of Office 365, all users must have online mailboxes licenses. Sorry, my previous answer caused some confuse for you.
        1. Using new-remotemailbox/set-remotemailbox to create associated mailbox in on-premise and online. (rich coexistence)
            New-remotemailbox: http://technet.microsoft.com/en-us/library/ff607480.aspx.
            Set-remotemailbox: http://technet.microsoft.com/en-us/library/ff607302.aspx.
        2. Keep mailbox as regular mailbox, and give enough permissions, sending and recipient, to the users.
    In this way I think you have to pay for the shared mailboxes that you want.
    One similar scenario that you can refer to: http://community.office365.com/en-us/f/160/t/932.aspx.

    Best Regards
    Martin Xu
    Microsoft Office 365 Support

  • Hi Jetze,
    Did my answer help you? Let us know if you need further assistance from us.

    Best Regards
    Martin Xu
    Microsoft Office 365 Support

  • So basically in a typical hybrid deployment migration there's no way to move the shared mailboxes and convert them to the free type. This means my customer has to pay almost € 1000 per month for his 260 shared mailboxes as long as we're in the coexistance phase.

  • Hi Jetze,
    I total understood what you pointed out. So what my recommendation is because it's a coexistence configuration for this organization, first they can keep shared mailboxes in the on-premise environment. Or they can set up separated shared mailboxes, some of them are opening for on-premise users, some of them are opening for cloud users using cloud shared mailboxes without licenses. The reason is on-premise mail system is still on using, it will not be removed.

    Best Regards
    Martin Xu
    Microsoft Office 365 Support

  • Hi Jetze,
    Did my answer help you? Let us know if you need further assistance from us.

    Best Regards
    Martin Xu
    Microsoft Office 365 Support

  • Yes it was helpful. I'm not that happy with the outcome but at least the discussion provided the clarity I was looking for.

    Thank you.

  • A local Microsoft consultant told my customer that we should be able to move shared mailboxes as normal mailboxes. Unfortunately he wasn't able to support this statement with a public source of information. Can anyone confirm that there's something changed in this area?

  • According to this article, this was resolve by installing Exchange 2010 SP2 on the on-premise server.

    support.microsoft.com/.../2710029