Office 365 Emails for staff who get married and change name?

[kennysarmy]

Relatively new to Office 365 here.

 

One of our female staff is getting married in the summer and in September will have a new surname.

 

Our staff accounts here are initials so she's changing from something like RA to RXB.

 

I'll create her a new AD account - move over her files to her new H:\ drive, create a new papercut account etc

 

But what's the best way to give her access to her old emails and contacts?

 

If she sets up forwarding on her old email to her new one with a auto responding message, will that still work if I disable her old account in AD?

 

Cheers

[steveg]

Why create her a new account and not just rename her existing one? Add an alias for her old email address and set her new name to the primary address.

[synaesthesia]

Why change all the account details? No need for it, just rename it and if you're using AAD/Connect to sync Office 365 it'll do all the work for you.

[Rob_D]

Why not just change the old account and let O365 re-sync the changes (then put her old email address as an alias)?

I know we used to have to faff around with new accounts, but O365 seems happy to sync email changes these days (as long as the new address is available).

 

Otherwise the only way I know for them to access stuff from their old email account would be to log into the old account and share it with the new one.

[LTurner3692]

You should just do the changes in AD and let it all sync up, add the new email in as the default proxy address and it should all just work, ive done that a fair few times and never really had an issue.

[Boredguy]

What we normally do is rename the active directory account and update the e-mail field to their new name.

Using Attribute editor in AD, we add a proxyAddress value of SMTP:newname@ domain and smtp:oldname@ domain so they have an alias (and there is no need to move files)

 

Then connect to Office 365 via powershell and run the following command to update the users login credentials

Set-MsolUserPrincipalName -UserPrincipalName [email protected] -NewUserPrincipalName [email protected]

[CHiLL]

As others have said - just rename it and AAD Sync will take care of the rest for Office 365. Just be sure to amend all required fields in the AD account, including some in the Attribute Editor.

[bald_pig]

+1, just rename the account and add the proxyaddress!

 

we normally ask about username, some prefer to continue using the old username, some choose to update it.

[elsiegee40]

I have never understood why some people seem think this is such a palaver. Barclays Bank made a right mess of it when I married nearly 30 years ago. It’s not like it’s a new idea or anything. It certainly predates computers!

 

As everyone else said... double check which username that the person concerned wishes to use.

 

Rename the existing account. Create a proxy/alias email for the old email to catch anything that comes in.

 

Don’t try to move anything!!!

[kennysarmy]

Thanks for all the replies.

 

Will having a hybrid O365 setup make any difference?

 

 

So far to test using a dummy account I've got:

 

Change last name, display name and description in General Tab of Active Directory also;

Account Tab : edit User logon names

Profile Tab : edit home folder \\fp2\$

Edit proxy details (new email address)

Add new proxy details (old email address)

 

H:\ drive

Un-share H:\ drive

Rename folder

Rename share name

Re-share Re-share

Double check permissions

 

Firefly - check next sync updates name and email address(?)

 

PaperCut - do a sync - check username and name updates.

Check Papercut for any emailed monthly reports and update email address.

 

SIMS - (after Data Manager updates surname) - check and amend if necessary the SIMS logon details.

 

Print new ID card.

 

Update staff phone list

[p858snake]

@kennysarmy: I would check if they are still happy to log using their old username?

 

My current work place will only change login name if there a reason behind it, Here they will just update display names and primary email and associated alias emails to solve a lot of issues with breakages with syncing with various other tools

[bald_pig]

No point changing the H drive.

[kennysarmy]

@kennysarmy: I would check if they are still happy to log using their old username?

 

My current work place will only change login name if there a reason behind it, Here they will just update display names and primary email and associated alias emails to solve a lot of issues with breakages with syncing with various other tools

 

I think we have to - username linked to SIMS & Firefly and other things that sync to AD.

[kennysarmy]

No point changing the H drive.

 

I just don't want the list of folders on the server to be out of sync. with the list of usernames - maybe it's just me.

[k-strider]

with papercut when i renamed one user AD account last week for this reason.... it created a new user in papercut and their ID Card used to release print jobs was still associated with their old username...

[bald_pig]

I just don't want the list of folders on the server to be out of sync. with the list of usernames - maybe it's just me.

 

I wouldn't be changing the username either tbh.

[kennysarmy]

+1, just rename the account and add the proxyaddress!

 

we normally ask about username, some prefer to continue using the old username, some choose to update it.

 

Do I need to add a proxy address for both our domain and the onmicrosoft.com one?

[bald_pig]

Do I need to add a proxy address for both our domain and the onmicrosoft.com one?

 

Just your domain, unless you actually use the onmicrosoft.com address to send and receive emails.

[Rob_D]

I was told the onmicrosoft addresses are for linking back to the on premises network.

[kennysarmy]

The proxy address is there correctly in AD @school.name.sch.uk

 

The proxy address is there correctly when I check in Exchange @school.name.sch.uk

 

The proxy address is there but changed from our @school.name.sch.uk to the @schoolnameschuk.onmicrosoft.com when I check the admin centre online.

 

Consequently when I send a test email to the new address it works but to the old one it bounces back saying "Recipient not found by SMTP address lookup'"

[kennysarmy]

The proxy address is there correctly in AD @school.name.sch.uk

 

The proxy address is there correctly when I check in Exchange @school.name.sch.uk

 

The proxy address is there but changed from our @school.name.sch.uk to the @schoolnameschuk.onmicrosoft.com when I check the admin centre online.

 

Consequently when I send a test email to the new address it works but to the old one it bounces back saying "Recipient not found by SMTP address lookup'"

 

Sorted it - god damn missing s in the email address argghhhh

[kennysarmy]

My test user can now receive emails to both new and old account.

 

If they try to reply to an email that has come to them via the old or new account the message in O365 is "The message can't be sent at the moment. Please try again later. The SMTP address has no mailbox associated with it."

 

So think I've missed one final piece of the jigsaw!

 

When I check Online Exchange Admin Center - under the accounts General Tab there is an *Alias section which is still showing the old username.

 

When I check Exchange on premise there is no corresponding *Alias entry on the General Tab.

 

 

 

Any ideas?

[kennysarmy]

I'm going to create a new test user and try again - pulling my hair out on this one...

 

Hopefully it was just a glitch with the test user I first tried it with!

[bald_pig]

My test user can now receive emails to both new and old account.

 

If they try to reply to an email that has come to them via the old or new account the message in O365 is "The message can't be sent at the moment. Please try again later. The SMTP address has no mailbox associated with it."

 

So think I've missed one final piece of the jigsaw!

 

When I check Online Exchange Admin Center - under the accounts General Tab there is an *Alias section which is still showing the old username.

 

When I check Exchange on premise there is no corresponding *Alias entry on the General Tab.

 

 

 

Any ideas?

 

The O365 "alias" correlates to the AD "User Logon Name" I believe. As long as that alias is showing in the email address tab for that account it should be ok

[kennysarmy]

The O365 "alias" correlates to the AD "User Logon Name" I believe. As long as that alias is showing in the email address tab for that account it should be ok

 

I've definitely changed that in my latest test.

 

Originally account was qrt - changed everything I can find under the test account to qrf

 

Yet still the exchange and online centres show the *Alias as qrt

 

See attached.