Changing the email send address in Office 365 without moving your domain

Using Office 365 Exchange Online for your email while leaving the hosting with your existing hosting provider is not as straightforward as one might expect.

Reasons for using Office 365 while staying with my current email hosting provider are:

  • I want to use Office 365 Online because of its higher storage limit, to manage tasks integrated with my Windows Phone (see: Synchronize Windows Phone with Outlook Emails, Contacts, Calendar and Tasks) – the Mango beta is supposed to include a Tasks app – and to move away from Gmail (because I do not like them scanning my e-mail).
  • I want to stay with my current hosting provider internet24.debecause they have worked flawlessly for years and I want my emails in redundantly in at least two locations as a precaution for service outages. Remember: the 99.9% availability guaranteed by Office 365 allows for ~8h/year downtime.
  • Simply connecting from Office 365 to my existing email server via IMAP is not an option, because I do frequently exceed the storage limit of my current e-mail hosting provider which causes the server to delete old emails – which sadly results in those messages being deleted on the client too(!).

Migrating from Gmail to Office 365 while staying with current email hosting provider

With Office 365 you can not simply configure a reply-to address (like you can in Gmail). My e-mail domain is petermeinl.de. My Office 365 domain is leanwork.onmicrosoft.com.
By default Office 365 uses pit@leanwork.onmicrosoft.com as send address for my emails and recipients will reply to this address. I wanted to change the send address to pit@petermeinl.de.

I used the following steps to change my email send address from pit@leanwork.onmicrosoft.com  to pit@petermeinl.de:

  1. Verify email domain petermeinl.de in Office 365 using “Admin, Domains, Add a domain”. Cancel the wizard after verifying the domain and before moving it (don’t click Next)!
  2. Install Microsoft Online Services Module for Windows PowerShell.
    For background information and prerequisites see Use Windows PowerShell to manage Office 365
  3. Change the email send address via PowerShell
import-module MSOnline
$LiveCred = Get-Credential
$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://pod51013psh.outlook.com/PowerShell-LiveID?PSVersion=2.0 -Credential $LiveCred -Authentication Basic -AllowRedirection
Import-PSSession $Session
Set-Mailbox  pit@leanwork.onmicrosoft.com -EmailAddresses SMTP:pit@petermeinl.de, pit@leanwork.onmicrosoft.com

To copy my existing emails to Office 365 and to keep get new ones I:

  1. Copied all existing emails from Gmail to Office 365 via the Exchange email migration tool for IMAP mailboxes.
  2. Configured email forwarding from internet24.de to Office 365 via the internet24.de admin site.
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About Peter Meinl

IT Consultant
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25 Responses to Changing the email send address in Office 365 without moving your domain

  1. George says:

    That worked like a charm. Thanks!

  2. Paul Mah says:

    Argh, I clicked on the “NEXT” button after verifying and it moved my domain! (I was looking for a “MOVE” button to avoid). Anyway to roll back or cancel the move?

  3. Kyle Sylvester says:

    I tried your steps word for word obviously changing my e-mail address ect and I always get the same error that gmail or what ever domain I use is not accepted

    • Peter Meinl says:

      At what step did you get the error?
      - When verifying your domain with Office 365?
      - Or when using PowerShell to change the send address?

      • Kyle Sylvester says:

        My appologies I realised where I was going wrong, I did not do the full added to the TXT as I am trying to add an e-mail that I do not have any control over the domain(@gmail.com , @rogers.ca, ect.). However I really appreciate your prompt responce.

  4. David says:

    I got this all set up and was happy but I ended up with a problem, once I set this up I cannot send e-mails to anyone else in the domain.

    Example:
    My email: @A.Com
    External mail client: @B.com

    When i verify B.com on my 365 it goes fine I can send e-mail from my @A.com and it shows up as @B.com but when i try to send to other @b.com’s I get bounce backs. If i send from any other account like g-mail or gmx it works fine but if i try to send VIA 365 it bounces.

  5. Pingback: Using Office 365 Plan P with your Company's Domain Name

  6. David says:

    And it worked like a charm!

  7. Patrick says:

    I’am trying this the whole day and everytime I receive the same error.

    I followd exactly the steps as above.

    The error is:
    You can’t use the domain *****.eu because it’s not an accepted domain for your organization

    Where am I going Wrong? Any idea

  8. Kyle Sylvester says:

    @Patrick. Did you add the domain to office 365. I did that too before realizing you have to add the domain, and verify that is it no porting or anything just get it to say verify.

  9. Patrick says:

    After a night good sleeping I tried it again.
    After following the same steps again everything went OK.

    The problem was that the Domain verification was not OK yesterday.
    Problem with the hosting company.

    Thanx for the manual and the advice.

  10. Pingback: Office 365: Como cambiar la dirección de envío de e-mail sin cambiar el dominio! « Pasión por la tecnología…

  11. Pingback: Office 365: Como cambiar la dirección de envío de e-mail sin tener que cambiar el dominio! - Blog del CIIN

  12. Hi there

    What if I don’t own the domain?

    This is the scenario: I have a life long forwarding address from my school which I want to keep and I can forward the emails sent to that address to be forwarded to my office 365.

    Now, I want the office365 to use the same email address (blahblah@ucsomething.edu) as the default sending address. I can’t get the domain registered since I don’t manage the domain. I know it should be a way since my current exchange service provider is doing that for me at double the price and half the size of Office365!

    Any help is very much appreciated.

    Mat

  13. Seyed says:

    Thanks. It really WORKS for me.
    I struggled before (while working with Power-shell) and now it is working fine

    Thanks a lot

  14. Tom Gardner says:

    Hi
    Sorry for the, daft, question but will the above work if I just substitute my own email address for the ones you show (everything else stays the same)?
    Thanks
    Tom

  15. Eric says:

    Perfect, thanks so much!

  16. Robert says:

    There are a few problems with the scenario: For example:
    1. If you try to email to yourself the email will stay within Office 365 and will not go to your own account
    2. If you try to email to a friend with the SAME domain and that address is not in Office 365 the message will bounce back as Office 365 only looks to her own table.

    So yes it will change the from address but currently with limitations.

    We have Blackberry’s in our company and currently forward our emails from our hosting provider to a blackberry email. The Blackberry email is configured to has a reply address our normal email address and this is working.

    We want to achieve the same with Office 365 that we forward the emails to the office 365 address and that as we reply our own domain is used. This currently is the case however even with the mentioned work around we have to move our email domain else I can never email to my friends or collegues using the same domain.

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