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Manage all mailboxes and mail flow
using Microsoft 365 or Office 365
Article » 02/21/2023
Summary: How to use hosted mail flow with Microsoft 365 or Office 365.
For most organizations, we recommend using hosted mail flow because it’s the simplest
configuration, in which Microsoft 365 or Office 365 manages all mailboxes and filtering.
This simple configuration makes it easy to set up and manage mail flow.
Manage all mailboxes and mail flow using
Microsoft 365 or Office 365 (recommended)
Hosted mail flow scenarios
* I'ma new Microsoft 365 or Office 365 customer, and all my users’ mailboxes are in
Microsoft 365 or Office 365. | want to use all filtering solutions that Office 365 offers.
« I'manew Microsoft 365 or Office 365 customer. | have an existing email service, but |
plan to immediately move all existing mailboxes to the cloud. | want to use all filtering
solutions that Microsoft 365 and Office 365 offer.
For this scenario, your organization's mail flow setup looks like the following diagram:
Hosted mail flow
MX record points to Office 365
Office 365 routes and
filters all email messages Qn
for contoso.com. NW
Office 365 Internet,
MX record
contoso-com.mail.protection.cutlook.com:
SPF record
v=spfl include:spfiprotection.outlookcom -all Best practices for hosted mail flow scenarios
To set up hosted mail flow, we recommend using the Microsoft 365 setup wizard, To get to.
the Microsoft 365 setup wizard, go to Setup in the Microsoft 365 admin center.
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The Microsoft 365 setup wizard walks you through the following steps.
1. Add your custom domains in Microsoft 365 or Office 365. To prove that you own the
domains, follow the instructions in Add a domain to Microsoft 365.
2. Create user mailboxes in Exchange Online or move all users’ mailboxes to Microsoft
365 or Office 365.
3, Update the DNS records for the domains that you added in step 1. (Not sure how to
do this task? Follow the instructions on this page.)
The following DNS records control mail flow:
* MX record - Point your MX record to Microsoft 365 or Office 365 in the
following format: .mail,protection.outlook.com
For example, the domain contoso.com should have the MX record contoso-
‘com.mail.protection.outlook.com. ‘© SPF record - This record is a special TXT record in DNS that identifies a service
as a valid sender for a particular domain. Because Microsoft 365 and Office 365
are sending all your messages, list only Microsoft 365 or Office 365 as a valid
sender for your domain, To do that, add an SPF record for your domain in the
following format:
text
pf. include: spf.protection.outlook.com ~all
For a full ist of setup instructions, check out Set up Microsoft 365 for business or Deploy
Office 365 Enterprise for your organization
See also
Mail flow best practices for Exchange Online, Microsoft 365, and Office 365 (overview)
Manage mail flow using a third-party cloud service
Manage mail flow with mailboxes in multiple locations
Manage mail flow using a third-party cloud service with mailboxes on Microsoft 365 or
Office 365 and on-prem
Troubleshoot mail flow
Test mail flow by validating your connectors
