Microsoft Office 365, now known as Microsoft 365, allows user or organizations to handle tenant accounts with a domain. But there are multiple steps to successfully add a domain in your Office 365 account. This article explains everything about adding and moving a domain between different Office 365 accounts.
Introduction
Tenant: A tenant is a private space on a cloud platform like Microsoft 365 server which stores the data of an organization like all users, groups, licenses, data, and services within a company. For eg. If a company is named “Abhi corporation”, then its tenant account will be “abhicorporation.onmicrosoft.com”.
Domain: A domain is integrated in the email address. A tenant uses a custom domain by using their company’s name on it. For eg. A user’s id in the “Abhi corporation” will be shown as “username@abhicorporation.com”.
Why we need a Domain in Microsoft 365?
A domain in Microsoft is needed creating a personalized experience and presence. It has certain benefits :
- For creating professional email addresses
- Centralized data storage and management
- To access all features of Microsoft365
- Better security
- Builds custom branding
When do we need to move a Domain from one Tenant to another?
- The company goes under acquisition
- When a company splits or disventure
- When company rebrands itself
- To meet legal compliance
- To reduce cost and improve security and simplicity by consolidating tenants
How to Add a Domain to a Tenant in Microsoft365?
Before understanding Domain migration, let's first understand how a domain is added to a tenant. Before we actually begin setting up a Domain in Microsoft365, make sure you have access to :-
- Admin access
- A domain name
- DNS access
Step-by-step process of adding a Domain
- Sign in to Microsoft365 as Global admin.
- Now locate settings and click on “Domains”.
- Here, you will be able to see the list of Domains associated with your account.
- Click on the “Add domain” option.
- Add the domain name and right click on the “use this domain” button.
- Now select the verification method from the available options, you can also manually verify your domain.
- Choose the Purpose of the domain. Then select how you wanna update the DNS.
- Once all records are verified, congratulations. You have added a Domain to Microsoft 365.
Now this domain can be used to make user id’s and assign email addresses with it.
How to move a domain from One Tenant to Another?
Migrating a domain is a complex process as all accounts and users associated with that domain have to be removed first. To migrate a domain between Microsoft 365 tenants, multiple steps have to be followed to ensure a smooth transfer of services, data, and DNS configuration. Below is a structured procedure to help manage this migration securely and efficiently.
Steps:
1. Have a proper Plan
Identify users, mailboxes, services (like SharePoint, OneDrive, Teams), and dependencies associated with the domain. Notify users and stakeholders about potential downtime and migration timelines Ensure that both source and target tenants have the necessary licenses and services available.
2. Backup and Documentation
Backup emails, files, and configurations by exporting them by using tools like Microsoft’s native export features or third-party migration tools. Record current DNS records, mailbox sizes, user permissions, and service configurations.
3. Migrate Users and Mailboxes
Use a supported tool or manual export/import to move mailboxes from the source tenant to the destination tenant. Provision the same user accounts (manually or via scripts) in the target tenant.
4. Remove the Domain from the Source Tenant
Remove Domain from the source tenant in the Microsoft 365 Admin Center to ensure that you have full access to the domain registrar for DNS changes.
To do that, first change users' primary email addresses to a temporary domain. Remove domain-based email addresses, distribution groups, aliases, and domain references in Azure AD, Exchange, and Teams.
5. Add the Domain to the Target Tenant
To add the domain to the target tenant, go to Microsoft 365 Admin Center >Setup >Domains, and add the domain.
Configure the required DNS records at your domain registrar based on Microsoft’s recommendations.
Update users' primary email addresses to use the newly added domain in the target tenant.
6. Check if everything is working properly
Verify if the emails are working properly by checking if sending and receiving them works smoothly or not. Also check if users are able to access mailboxes, OneDrive, Teams, and other services..
7. Post-Migration Cleanup
After successfully migrating the domain, Deactivate or delete the old tenant if it is no longer required. Inform clients and partners of any email changes, and update contact information across platforms.
Conclusion
This guide explains everything from what is domain and tenants and how you can add a domain to a tenant and how you can move a domain between tenants. While the process of moving a domain between Microsoft 365 tenants is confusing and complex to do as one Domain can be used with one tenant account at a time. This is a step-by-step guide that helps you understand how this process has to be done.