Updating Email Addresses After Removing Domains

The Microsoft 365 Admin Center Makes It Easy to Remove Domains

I’ve been cleaning up the set of accepted domains configured for my Microsoft 365 tenant. After we launched the Office 365 for IT Pros eBook, I acquired several domains like Office365ExchangeBook.com that seemed to be relevant to the book. Years later and the office365itpros.com domain persists with a large legacy of published articles and scripts. No real advantage has been gained from the other domains, so the decision was taken to drop the unwanted domains and remove them from Microsoft 365.

Removing a domain is easier than adding a domain. Go to the Domains section (under Settings), select the unwanted domain, and select Remove domain from the menu. This method works for vanity domains (the type that you pay domain registrars to own) but not for fallback or service domains used for MOERA addresses.

When you use the Microsoft 365 admin center to remove a domain, the portal thoughtfully shows the mail-enabled objects that will be affected by the removal (Figure 1). You can then remove any proxy addresses assigned to the highlighted objects that use the domains.

The Problem of PowerShell

But sometimes you might remove a domain with the Remove-AcceptedDomain cmdlet and so lose the benefit of the checks performed by the Microsoft 365 admin center. This is fair enough because if you make changes to a tenant configuration through PowerShell, you should understand the consequences of the action. I wish I did…

If you forget to adjust email addresses for objects affected by the domain removal, you’ll see errors like this when attempting to update an address:

Set-UnifiedGroup -Identity c38ef1e1-1957-4e5f-bcde-1eae7bb234f3 -PrimarySmtpAddress 'Soccer.Fans@office365itpros.com'
Set-UnifiedGroup: ||You can't use the domain Office365ExchangeBook.com because it's not an accepted domain for your organization.

Quite reasonably, the cmdlet complains that it can’t update the primary SMTP address for the Microsoft 365 group because it’s detected an invalid entry in the set of proxy addresses. To correct the issue, we need to find all the mail-enabled objects that has primary or proxy addresses that use the removed domain and remove or replace the offending addresses.

The PowerShell Solution

You can download the script I used from the Office 365 for IT Pros GitHub repository. Essentially, the script breaks down into three parts. First, the script retrieves the current set of accepted domains and identifies the default domain:

[array]$Domains = Get-AcceptedDomain 
$PrimaryDomain = $Domains | Where-Object { $_.Default -eq $true } | Select-Object -ExpandProperty DomainName
[array]$Domains = $Domains | Select-Object -ExpandProperty DomainName

Second, the script checks mailboxes, Microsoft 365 groups, distribution groups, and dynamic distribution groups to find instances where proxy addresses don’t belong to an accepted domain. The details of the affected objects are recorded in a list. Here’s how the script deals with mailboxes:

Write-Host "Checking mailboxes..."
[array]$Mailboxes = Get-ExoMailbox -ResultSize Unlimited -RecipientTypeDetails UserMailbox, SharedMailbox, RoomMailbox, EquipmentMailbox, discoveryMailbox

ForEach ($Mailbox in $Mailboxes) {
    $ExternalAddresses = $Mailbox.EmailAddresses | Where-Object { $_ -like "SMTP:*" -and ($_.Split(':')[1].Split('@')[1] -notin $Domains) }
    If ($ExternalAddresses) {
        $ReportLine = [PSCustomObject][Ordered]@{
            DisplayName             = $Mailbox.DisplayName
            PrimarySmtpAddress      = $Mailbox.PrimarySmtpAddress
            EmailAddresses          = $ExternalAddresses -join ", "
            Type                    = "mailbox"
            Identity                = $Mailbox.Alias
        }
        $Report.Add($ReportLine)
    }
}

Finally, each of the objects found by checking proxy addresses against accepted domains is processed to remove any bad proxy addresses and assign new primary SMTP addresses where necessary.

Not Perfect Code

I don’t pretend that this script is perfect code. All I can say is that it did the job for me and cleaned up primary and proxy addresses for my tenant and might therefore be useful to others in the same situation. What this experience goes to prove is that sometimes executing clean-up operations is better done through the GUI where you can take advantage of the work done by engineers to anticipate what needs to be done after adjustments are made to a tenant.

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