Volume 27 Issue 22

Today's Highlights

• Using POP and IMAP with GoDaddy Office 365 Accounts
• Yahoo and AOL’s 10000 messages limit
• List Shared Mailbox Members

Reminder: During the summer months, Exchange Messaging Outlook is bi-weekly.

Using POP and IMAP with GoDaddy Office 365 Accounts

While the following applies to all Microsoft Office 365 business accounts that access the mailbox using POP, IMAP or older Outlook versions, users with GoDaddy email accounts that were moved to Office 365 are likely to be affected disproportionally because many users do not realize they have business accounts and are more likely to be using POP or IMAP accounts and older versions of Outlook.

Specific to GoDaddy email accounts: If you have an account that was moved on Office 365 servers, it’s highly recommended that you remove the account from Outlook and add it back using auto account setup, which adds it as a Microsoft Exchange account.

Note: If you had the account added as IMAP and have calendar, contacts, and tasks folders labeled ‘this computer’ only, export the folders before removing the IMAP account. Otherwise, you will lose the contents of the folders.

With an Exchange account, calendar, contacts, and tasks sync between Outlook, the server and any other computers or mobile devices you’re using. It’s a better, smoother sync experience than IMAP, and not just because the special folders sync. Mail will sync more reliably.

Many users have used POP for years and like that they can deliver all email accounts to one data file, unlike Exchange and IMAP where each account has its own data file (and calendar, contacts, and tasks for each Exchange account). They prefer to keep POP and who can blame them? Change is hard and takes time to get used to a new way of working.

However, change is coming in October 2022. Microsoft is disabling basic authentication for Office 365 business accounts, which includes the GoDaddy Office 365 accounts.

As a warning to users to prepare for this, Microsoft is disabling basic auth temporarily (for up to 3 days) on accounts using POP and IMAP. Office 365 administrators are notified before it’s disabled and can opt out, but GoDaddy account holders may not be warned.

If you are using POP or IMAP and your password stopped working, log into outlook.office.com and check Settings (gear icon) > View all Outlook settings > Sync Email. Is the option to 'Allow devices to use POP' greyed out? If so, Microsoft disabled basic auth. Use Outlook on the web for the next few days.

When basic auth is disabled, Outlook will not be able to connect to the account using POP or IMAP and the password dialog will keep popping up during a send and receive. Microsoft is doing this, in part, to help Office 365 admins find the services that will need updated. That’s fine for organizations, but GoDaddy accounts are often used by small businesses and individuals. They don’t have email admins and just want their email to work.

Some users, when presented with the password dialog, will try all the usual things to fix it – change their password, change Outlook settings, repair Office, change the firewall. All are a useless waste of time for this issue.

If this happens to you have two options:

1. Remove the account and add it back using auto account setup (File > Add Account). This will add the account to Outlook as an Exchange account.

2. Wait it out and use Outlook on the web (outlook.office.com) or Outlook mobile until mail starts flowing. But come October, you may need to switch to an Exchange account. Enabling multifactor authentication and using an app password will not work if the app doesn’t support modern authentication.

All versions of Outlook for Windows since 2016 have Modern authentication enabled by default and it can be enabled in Outlook 2013. If you use Outlook 2010, you need to upgrade to a modern version (or email client that supports oAuth2) or use Outlook on the web.

Deprecation of Basic authentication in Exchange Online | Microsoft Docs

Yahoo and AOL’s 10000 messages limit

Users with email hosted on Yahoo or AOL servers have noticed they can only sync 10,000 messages in a folder. Users also reported that they can no longer manage their folder subscriptions – unsubscribing from a folder does not unsubscribe the folder. Deleting folders does not work either – the folder returns within seconds.

This is not an Outlook problem; all email clients are affected. This is a change Yahoo made when they upgraded their mail servers. On the positive side, the servers now support IDLE, which sends newly arrived messages to the client if you are actively using it, rather than waiting for a send/receive.

There isn’t anything you can do with the 10,000 message limit, except move mail to another folder or use webmail to view older messages.

If you need to delete a folder, you need to log into webmail to delete it.

The new server also request your credentials after an hour. This should not cause problems for users and Outlook should pass them behind the scenes.

List Shared Mailbox Members

An Office 365 Exchange administrator wanted to get a list of all shared mailboxes a user had access to.

While you can check the properties of each mailbox in the exchange admin panel, it is slow if you have a lot of users and a lot of shared mailboxes. Using PowerShell Get-Mailbox cmdlet will be much faster.

The following command will create a list of all shared mailboxes and all users with permission to them in the PowerShell window.

Get-Mailbox -RecipientTypeDetails SharedMailbox -ResultSize:Unlimited | Get-MailboxPermission | select identity,user,accessrights | where { ($_. User -like '*@*') }

To save the results in a text file, use append “| Out-File -FilePath C:\FileName.log” to the cmdlet:

Get-Mailbox -RecipientTypeDetails SharedMailbox -ResultSize:Unlimited | Get-MailboxPermission | select identity,user,accessrights | where { ($_. User -like '*@*') } | Out-File -FilePath D:\FileName.log

Use a full email address to get all shared mailboxes for one user (without the extra spaces in the email address)

Get-Mailbox -RecipientTypeDetails SharedMailbox -ResultSize:Unlimited | Get-MailboxPermission | select identity,user,accessrights | where { ($_. User -like 'alias @ domain.com')}

Before using the cmdlet, the administrator needs to log into Exchange Online. Open PowerShell using run as Administrator then use these lines to log in.

Set-ExecutionPolicy RemoteSigned
Import-Module ExchangeOnlineManagement
Connect-ExchangeOnline -UserPrincipalName admin@emailaddress

More information on the Get-Mailbox cmdlet

New & Updated Office 365 Support Articles

Recoverable Items folder of on-premises mailbox becomes full
Fixes an issue in which the Recoverable Items folder in an on-premises mailbox becomes full because a retention policy is configured in Microsoft 365 to place a user object under a hold.

Other Resources

Microsoft and Apple Working Together to Improve Exchange Online Security - Microsoft Tech Community

Deprecation of Basic authentication in Exchange Online | Microsoft Docs