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O365andStudentEmployees


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 S​​tudent 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 username@ufl.edu 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.
    Limitations
  • O365 Implications and Limitations Apply for non Service account mailbox.
  • Unable to connect to Work email from mobile device using Gatorlink Username/Password.

2. O365 mailbox and O365 Service Account Mailbox
  • Departmental IT creates a SVC account for the Student Employee.​​
  • EI&O would manage the SVC mailbox.  Any changes would require a request.
  • Departmental IT will need to configure Outlook to view addition mailbox (Service Account).
  • Workflow: Departmental IT Creates SVC Account --> Request to EI&O to Mail Enable SVC Account in O365, configure Permissioning, and add SMTP addresses. --> Dept IT configures Outlook locally to view svc account mailbox.
    Limitations
  • ​O365 Implications and Limitations Apply for both mailboxes.
  • Unable to connect to Work email from mobile device using Gatorlink Username/Password.
3. On Prem Mailbox Only​

4. O365 Mailbox Only​ 
  • O365 Implications and Limitations Apply.
  • Student Email and Departmental/Work Email would not be seperate.
  • EI&O would manage the SVC mailbox.  Any changes would require a request.
















































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 Last modified at 4/14/2015 9:42 AM by Josh Davis