Office 365 and Student Employee Mailbox Scenarios
Before Student Employee Mailbox creation, please consult the following to determine UF Email Eligibility. https://connect.ufl.edu/it/wiki/Pages/Eligibility-in-Depth.aspx.
First let’s iron out why this is different from how departments were handling this situation beforehand. Previously, as you know, you could create an Exchange
mailbox for a student employee even if they had a Gatorlink mailbox. This was possible due to the 2 accounts/mailboxes existing
in seperate directory/mail systems, ie... (Gatorlink WebMail and UF Exchange). Now that
Student email is being migrated to Office365, UF Exchange is operating in
Hybrid-Mode with Office365. This allows us to utilize the existing
student AD account to create Office 365 mailboxes. Given this model, you CANNOT have multiple Exchange Mailboxes for a single Student AD account. For a more in depth look at Hybrid
Mode @ UF, please visit https://connect.ufl.edu/it/wiki/Pages/UFHybridExchangeOffice365forITAdmins.aspx.
Office 365 Mailbox Implications and Limitations
Email messages over 35 MB in size will fail to migrate from GatorMail
Email messages with subject lines over 256 characters long will fail to migrate to Office 365 (if migrating from GatorMail to cloud)
Mailbox subjected to a discovery process have to be migrated back to on premise Exchange
All O365 mailbox are managed by EI&O Office 365 admins due to the flat OU structure of UFAD directory information that gets published to Microsoft cloud-based Azure AD.
The Send As, Receive As, and Full Access delegation to on-premises UF Exchange mailboxes and service accounts does not work.
Service Account Mailboxes will be unable to use the firstname.lastname@example.org namespace as an SMTP address.
For further information about functionality between the two sites in this hybrid configuration, please see Microsoft’s documentation on the subject: http://technet.microsoft.com/en-us/library/hh852414.aspx
Let’s take a look at some of the scenarios available to student employees with O365 mailboxes, and any related limitations associated with each scenario
Note: These scenarios assume the Student Employee has been previously migrated/provisioned with an Office 365 mailbox. If this is not the case, please have Dept IT contact the UF Computing HelpDesk.
1. O365 Mailbox and On Prem Service Account Mailbox
Departmental IT creates a SVC account for the Student Employee.
Departmental IT enables a mailbox for the SVC account and adds departmental SMTP addresses.
Departmental IT will need to give 'Full Access' Permissions to SVC Account Mailbox and Configure Outlook to connect to SVC account mailbox as Gatorlink User.
Workflow: Departmental IT follows normal SVC account creation/mailbox creation procedure --> Dept IT adds Vanity SMTP Address --> Dept IT gives Students Gatorlink Account 'Full Access' to SVC Account Mailbox --> Dept IT configures Outlook to connect to SVC account mailbox.