Hybrid Setup - Microsoft 365 Primary ➝ Google Secondary

Hybrid Setup - Microsoft 365 Primary ➝ Google Secondary

📌 Your domain’s MX Records point to Microsoft (Outlook / Exchange Online)
So all incoming emails first go to Microsoft 365.

📩 Step-by-Step Incoming Email Flow (External to Your Domain)

  1. Email is sent to user@yourdomain.com.

  2. Your domain’s MX records point to Microsoft 365 (Outlook).

  3. Microsoft receives the email.

  4. Microsoft 365 checks:

    • If user exists in Microsoft ➝ Delivers to Outlook inbox.

    • If not, Microsoft forwards the email to Gmail (Google Workspace).

    • OR you set up dual delivery to send a copy to both platforms.

📤 Outgoing Email Flow

  • Outlook user sends ➝ Goes out via Microsoft 365 servers.

  • Gmail user sends ➝ Goes out via Google servers.

🔁 Internal Email Flow

  • M365 user ➝ Gmail user:

    • Microsoft 365 routes the email to Gmail (configured via mail flow rule).

  • Gmail user ➝ M365 user:

    • Gmail sends the email directly to M365.

🔧 Routing Methods (Microsoft to Google)

1. Split Delivery

  • Microsoft delivers email internally if user exists.

  • If not, it forwards email to Gmail (Google).

  • Use mail flow rules (transport rules) in Exchange.

2. Dual Delivery

  • Microsoft sends a copy of all emails to Gmail.

  • Best for archiving or migration.


🔍 How to Trace Emails

🔹 In Microsoft 365 (Primary)

  1. Go to: https://admin.exchange.microsoft.com

  2. Navigate:
    Mail flow > Message trace

  3. Click Start a trace

  4. Enter:

    • Sender or recipient

    • Date range

  5. View:

    • Delivered / Failed

    • Forwarded to Gmail (if setup)


🔹 In Google Workspace Admin

  1. Go to: https://admin.google.com

  2. Navigate:
    Apps > Google Workspace > Gmail > Troubleshooting > Email Log Search

  3. Enter:

    • Sender/recipient

    • Date range

  4. Click Search

  5. View:

    • Status (delivered / spam / rejected).

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