Data Residency for Exchange Online

Data Residency Commitments Available

Product Terms

Required Conditions:

Tenant has a sign-up country/region included in Local Region Geography, the European Union or the United States.

For current language, please refer to the Privacy and Security Product Terms webpage and view the section titled "Location of Customer Data at Rest for Core Online Services".

Commitment:

Advanced Data Residency add-on

Required Conditions:

1. Tenant has a sign-up country/region included in Local Region Geography or Expanded Local Region Geography.
2. Tenant has a valid Advanced Data Residency subscription for all users in the tenant
3. The Exchange Online subscription customer data is provisioned in Local Geography or Expanded Local Geography

Commitment:

Please refer to the ADR commitment page to understand the specific commitments provided via Product Terms. Examples of the committed data include: all types of mailboxes, including user mailboxes, resource mailboxes, and archive mailboxes.

Multi-Geo add-on

Required Conditions:

1. Tenants have a valid Multi-Geo subscription that covers all users assigned to a Satellite Geography.
2. Customer must have an active Enterprise Agreement.
3. Total purchased Multi-Geo units must be greater than 5% of the total eligible users in the tenant.

Commitment:

Customers can assign a Satellite Geography supported by Multi-Geo to a supported mailbox type. See the Microsoft 365 Multi-Geo availability section of the Microsoft 365 Multi-Geo page for details. The Data at Rest for Office 365 Services for the mailbox as defined by the product terms shall be stored in the assigned Satellite Geography. Supported mailbox types include Exchange Online user primary and archive mailboxes, resource mailboxes, Microsoft 365 Group mailboxes, and shared mailboxes.

Multi-Geo Capabilities in Exchange Online

Customers may assign a Satellite Geography supported by Multi-Geo to a user. See the Microsoft 365 Multi-Geo availability section of the Microsoft 365 Multi-Geo page for details. The user's Data at Rest for Office 365 Services as defined by the product terms shall be stored in the assigned Satellite Geography. This includes all types of Exchange Online mailboxes, including user mailboxes, resource mailboxes, Microsoft 365 Group mailboxes, shared mailboxes, and archive mailboxes.

You can place mailboxes in Satellite Geography locations by:

1. Creating a new Exchange Online mailbox directly in a Satellite Geography location.
2. Moving an existing Exchange Online mailbox to a Satellite Geography location by changing the user's preferred data location.
3. Onboarding a mailbox from an on-premises Exchange organization directly into a Satellite Geography location.

Mailbox placement and moves

After Microsoft completes the prerequisite Multi-Geo configuration steps, Exchange Online will honor the PreferredDataLocation attribute on user objects in Microsoft Entra ID. Exchange Online synchronizes the PreferredDataLocation property from Microsoft Entra ID into the MailboxRegion property in the Exchange Online directory service. The value of MailboxRegion determines the Macro Region Geography or Local Region Geography where user mailboxes and any associated archive mailboxes are placed. It isn't possible to configure a user's primary mailbox and archive mailboxes to reside in different Geography locations. Only one Macro Region Geography or Local Region Geography can be configured per user object.

• When PreferredDataLocation is configured on a user with an existing mailbox, the mailbox is put into a relocation queue and automatically moved to the specified Macro Region Geography or Local Region Geography.
• When PreferredDataLocation is configured on a user without an existing mailbox, when you provision the mailbox, it's provisioned into the specified Macro Region Geography or Local Region Geography.
• When PreferredDataLocation isn't specified on a user, when you provision the mailbox, it's provisioned in the Primary Provisioned Geography.
• If the PreferredDataLocation code is incorrect (for example, a typo of NAN instead of NAM), the mailbox is provisioned in the Primary Provisioned Geography.

Feature limitations for Multi-Geo in Exchange Online

• Security and compliance features (for example, auditing and eDiscovery) that are available in the Exchange admin center (EAC) aren't available in Multi-Geo organizations. Instead, you need to use Microsoft Defender and Microsoft Purview to configure security and compliance features.
• Outlook for Mac users might experience a temporary loss of access to their Online Archive folder while you move their mailbox to a new Geography location. This condition occurs when the user's the primary and archive mailboxes are in different Geography locations, because cross-geo mailbox moves might complete at different times.
• Users can't share mailbox folders across Geography locations in Outlook on the web (formerly known as Outlook Web App or OWA). For example, a user in the European Union can't use Outlook on the web to open a shared folder in a mailbox located in the United States. However, Outlook on the Web users can open other mailboxes in different Geography locations by using a separate browser window as described in Open another person's mailbox in a separate browser window in Outlook Web App.

• Public folders are supported in Multi-Geo organizations. However, the public folders must remain in the Primary Provisioned Geography location. You can't move public folders to satellite geo locations.
• In a Multi-Geo environment, cross-geo mailbox auditing isn't supported. For example, if a user is assigned permissions to access a shared mailbox in a different Geography location, mailbox actions performed by that user aren't logged in the mailbox audit log of the shared mailbox. Exchange admin audit events are also only available for the default location. For more information, see Manage mailbox auditing.

Administering Exchange Multi-Geo

Administering Exchange Online mailboxes in a Multi-Geo environment

Exchange Online PowerShell is required to view and configure Multi-Geo properties in your Microsoft 365 environment. To connect to Exchange Online PowerShell, see Connect to Exchange Online PowerShell.

In Exchange Online Multi-Geo environments, you don't need to do any manual steps to add Geographies to your tenant. After you receive the Message Center post that says multi-geo is ready for Exchange Online, all available Geographies will be ready and configured for you to use.

Connect directly to a geo location using Exchange Online PowerShell

Typically, Exchange Online PowerShell connects to Primary Provisioned Geography location. But, you can also connect directly to Satellite Geography locations. Because of performance improvements, we recommend connecting directly to the Satellite Geography location when you only manage users in that location.

The requirements for installing and using the Exchange Online PowerShell module are described in Install and maintain the Exchange Online PowerShell module.

To connect Exchange Online PowerShell to a specific Geography location, the ConnectionUri parameter is different than the regular connection instructions. The rest of the commands and values are the same.

Specifically, you need to add the ?email=<emailaddress> value to end of the ConnectionUri value, where <emailaddress> is the email address of any mailbox in the target Geography location. Your permissions to that mailbox or the relationship to your credentials aren't a factor; the email address simply tells Exchange Online PowerShell where to connect.

Microsoft 365 or Microsoft 365 GCC customers typically don't need to use the ConnectionUri parameter to connect to Exchange Online PowerShell. But, to connect to a specific Geography location, you do need to use ConnectionUri parameter so you can use ?email=<emailaddress> in the value.

Connect to a Geography location in Exchange Online PowerShell

The following connection instructions work for accounts that are or aren't configured for multifactor authentication (MFA).

1. In a Windows PowerShell window, load the EXO V2 module by running the following command:

Import-Module ExchangeOnlineManagement

1. In the following example, admin@contoso.onmicrosoft.com is the admin account, and the target geo location is where the mailbox olga@contoso.onmicrosoft.com resides.

Connect-ExchangeOnline -UserPrincipalName admin@contoso.onmicrosoft.com -ConnectionUri https://outlook.office365.com/powershell?email=olga@contoso.onmicrosoft.com

1. Enter the password for the admin@contoso.onmicrosoft.com in the prompt that appears. If the account is configured for MFA, you also need to enter the security code.

View the available Geography locations that are configured in your Exchange Online organization

To see the list of configured Geography locations in Microsoft 365 Multi-Geo, run the following command in Exchange Online PowerShell:

Get-OrganizationConfig | Select -ExpandProperty AllowedMailboxRegions | Format-Table

View the Primary Provisioned Geography location for your Exchange Online organization

To view your tenant's Primary Provisioned Geography location, run the following command in Exchange Online PowerShell:

Get-OrganizationConfig | Select DefaultMailboxRegion

Find the Geography location of a mailbox

The Get-Mailbox cmdlet in Exchange Online PowerShell displays the following multi-geo related properties on mailboxes:

• Database: The first three letters of the database name correspond to the Geography code, which tells you where the mailbox is currently located. For Online Archive Mailboxes the ArchiveDatabase property should be used.
• MailboxRegion: Specifies the Geography location code that was set by the admin (synchronized from PreferredDataLocation in Microsoft Entra ID).
• MailboxRegionLastUpdateTime: Indicates when MailboxRegion was last updated (either automatically or manually).

To see these properties for a mailbox, use the following syntax:

Get-Mailbox -Identity <MailboxIdentity> | Format-List Database,MailboxRegion*

For example, to see the Geography location information for the mailbox chris@contoso.onmicrosoft.com, run the following command:

Get-Mailbox -Identity chris@contoso.onmicrosoft.com | Format-List Database, MailboxRegion*

The output of the command looks like this:

Database   : EURPR03DG077-db007
MailboxRegion  : EUR
MailboxRegionLastUpdateTime : 2/6/2018 8:21:01 PM

Move an existing cloud-only mailbox to a specific geo location

A cloud-only user is a user not synchronized to the tenant via Microsoft Entra Connect. This user was created directly in Microsoft Entra ID. Use the Get-MgUser and Set-MgUser cmdlets in the Microsoft Graph PowerShell SDK to view or specify the Geography location where a cloud-only user's mailbox will be stored.

First, you must connect to Microsoft Graph using the required permission scopes for the actions you'll take in your Microsoft Graph PowerShell session.

The Microsoft Graph PowerShell SDK supports two types of authentication: delegated access, and app-only access. In this guide, you'll use delegated access to sign in as a user, grant consent to the SDK to act on your behalf, and call the Microsoft Graph.

For details on using app-only access for unattended scenarios, see Use app-only authentication with the Microsoft Graph PowerShell SDK.

Determine required permission scopes

Each API in the Microsoft Graph is protected by one or more permission scopes. The user logging in must consent to one of the required scopes for the APIs you plan to use. In this example, we'll use the following APIs.

List users to find the user ID of the logged-in user. Modify the PreferredDataLocation value for a user.

The User.Read.All permission scope enables the first call, and the User.ReadWrite.All scope enables the second. These permissions require an admin account.

For more information about how to determine what permission scopes you'll need, see Using Find-MgGraphCommand cmdlet.

To connect to your Microsoft 365 Organization, run the following command:

Connect-MgGraph -Scopes "User.Read.All","Group.ReadWrite.All"

The command prompts you to go to a web page to sign in with your credentials. Once you've done that, the command indicates success with a Welcome To Microsoft Graph! message. You only need to sign in once per session.

To view the PreferredDataLocation value for a user, use this syntax in Microsoft Graph PowerShell:

Get-MgUser -ConsistencyLevel eventual -Count userCount -Search '"UserPrincipalName:<UserPrincipalName>"' | Format-List UserPrincipalName,PreferredDataLocation

For example, to see the PreferredDataLocation value for the user michelle@contoso.onmicrosoft.com, run the following command:

Get-MgUser -ConsistencyLevel eventual -Count userCount -Search '"UserPrincipalName:michelle@contoso.onmicrosoft.com"' | Format-List

To modify the PreferredDataLocation value for a cloud-only user object, use the following syntax in Microsoft Graph PowerShell:

Update-MgUser -UserID <UserID> -PreferredDataLocation <GeoLocationCode>

For example, to set the PreferredDataLocation value to the European Union (EUR) geo for the user michelle@contoso.onmicrosoft.com, get the UserID value from the last command output and run the following command:

Update-MgUser -UserID michelle@contoso.onmicrosoft.com -PreferredDataLocation EUR

Move an inactive mailbox to a specific Geography

You can't move inactive mailboxes that are preserved for compliance purposes (for example, mailboxes on Litigation Hold) by changing their PreferredDataLocation value. To move an inactive mailbox to a different Geography, do the following steps:

1. Recover the inactive mailbox. For instructions, see Recover an inactive mailbox.

2. Prevent the Managed Folder Assistant from processing the recovered mailbox by replacing <MailboxIdentity> with the name, alias, account, or email address of the mailbox and running the following command in Exchange Online PowerShell:

Set-Mailbox <MailboxIdentity> -ElcProcessingDisabled $true

1. Assign an Exchange Online Plan 2 license to the recovered mailbox. This step is required to place the mailbox back on Litigation Hold. For instructions, see Assign licenses to users.

2. Configure the PreferredDataLocation value on the mailbox as described in the previous section.

3. After you confirm the mailbox moves to the new geo location, place the recovered mailbox back on Litigation Hold. For instructions, see Place a mailbox on Litigation Hold.

4. After verifying that the Litigation Hold is in place, allow the Managed Folder Assistant to process the mailbox again by replacing <MailboxIdentity> with the name, alias, account, or email address of the mailbox and running the following command in Exchange Online PowerShell:

Set-Mailbox <MailboxIdentity> -ElcProcessingDisabled $false

1. Make the mailbox inactive again by removing the user account associated with the mailbox. For instructions, see Delete a user from your organization. This step also releases the Exchange Online Plan 2 license for other uses.

Note: When you move an inactive mailbox to a different geo location, you might affect content search results or the ability to search the mailbox from the former geo location. For more information, see Searching and exporting content in Multi-Geo environments.

Create new cloud mailboxes in a specific Geography location

To create a new mailbox in a specific Geographic location, you need to do either of these steps:

• Configure the PreferredDataLocation value as described in the previous Move an existing cloud-only mailbox to a specific Geographic location section before you create the mailbox in Exchange Online. For example, configure the PreferredDataLocation value on a user before you assign a license.

• Assign a license at the same time you set the PreferredDataLocation value.

To create a new cloud-only licensed user (not Microsoft Entra Connect synchronized) in a specific Geographic location, use the following syntax in Microsoft Graph PowerShell:

$params = @{
	accountEnabled = $true
	displayName = "<display name>"
	mailNickname = "<mailbox name>"
	userPrincipalName = "<sign-in name>"
	usageLocation = "<ISO 3166-1 alpha-2 country code>"
	passwordProfile = @{
		forceChangePasswordNextSignIn = $true
		password = "<temp password>"
	}
}

$user = New-MgUser -BodyParameter $params

$EmsSku = Get-MgSubscribedSku -All | Where SkuPartNumber -eq '<license SKU ID>'
Set-MgUserLicense -UserId $user.Id -AddLicenses @{SkuId = $EmsSku.SkuId} -RemoveLicenses @()

This example creates a new user account for Elizabeth Brunner with the following values:

• User principal name: ebrunner@contoso.onmicrosoft.com
• First name: Elizabeth
• Last name: Brunner
• Display name: Elizabeth Brunner
• Password: Manually add password in the form of a hashtable
• License: contoso:ENTERPRISEPREMIUM (E5)
• Location: Australia (AU)

First, connect to your Microsoft 365 tenant using Microsoft Graph Powershell.

After you connect, use the following syntax to create an individual account:

$params = @{
	accountEnabled = $true
	displayName = "Elizabeth Brunner"
	mailNickname = "ElizabethB"
	userPrincipalName = "ebrunner@contoso.onmicrosoft.com"
	usageLocation = "AU"
	passwordProfile = @{
		forceChangePasswordNextSignIn = $true
		password = "xWwvJ]6NMw+bWH-d"
	}
}

$user = New-MgUser -BodyParameter $params

$EmsSku = Get-MgSubscribedSku -All | Where SkuPartNumber -eq 'ENTERPRISEPREMIUM'
Set-MgUserLicense -UserId $user.Id -AddLicenses @{SkuId = $EmsSku.SkuId} -RemoveLicenses @()

For more information about creating new user accounts and finding LicenseAssignment values in Azure AD PowerShell, see Create user accounts with PowerShell and View licenses and services with PowerShell.

Onboard existing on-premises mailboxes in a specific Geography location

You can use the standard onboarding tools and processes to migrate a mailbox from an on-premises Exchange organization to Exchange Online, including the Migration dashboard in the EAC, and the New-MigrationBatch cmdlet in Exchange Online PowerShell.

The first step is to verify a user object exists for each mailbox to be onboarded, and verify the correct PreferredDataLocation value is configured in Microsoft Entra ID. The onboarding tools respect the PreferredDataLocation value and migrate the mailboxes directly to the specified geo location.

Or, you can use the following steps to onboard mailboxes directly in a specific Geographic location using the New-MoveRequest cmdlet in Exchange Online PowerShell.

1. Verify the user object exists for each mailbox to be onboarded and that PreferredDataLocation is set to the desired value in Microsoft Entra ID. The value of PreferredDataLocation will be synchronized to the MailboxRegion attribute of the corresponding mail user object in Exchange Online.

2. Connect directly to the specific Satellite Geography location using the connection instructions from earlier in this article.

3. In Exchange Online PowerShell, store the on-premises administrator credentials used to perform a mailbox migration in a variable by running the following command:

$RC = Get-Credential

1. In Exchange Online PowerShell, create a new New-MoveRequest similar to the following example:

New-MoveRequest -Remote -RemoteHostName mail.contoso.com -RemoteCredential $RC -Identity user@contoso.com -TargetDeliveryDomain <YourAppropriateDomain>

1. Repeat step #4 for every mailbox you need to migrate from on-premises Exchange to the satellite geo location you're currently connected to.

2. If you need to migrate other mailboxes to different satellite geo locations, repeat steps 2 through 4 for each specific location.

Multi-Geo reporting

Multi-Geo Usage Reports in the Microsoft 365 admin center displays the user count by Geographic location. The report displays user distribution for the current month and provides historical data for the past six months.

Migration

Because it takes time to move each user to the new datacenter Geography for a single tenant, some users will be in the old datacenter Geography during the move, while others are in the new datacenter Geography. This means that some features that involve accessing multiple mailboxes might not fully work during a period of the move process, which can last weeks. These features are described in the following sections.

Open "Shared Folder" in Outlook Web Access

Some users open a shared mail folder from another mailbox (that the user has read or write permissions to) in Outlook Web Access using the "Shared Folder" feature. The following table describes how access to shared folders works during a mailbox move. Note that users with full permissions to a shared mailbox can open the mailbox by using Outlook Web Access during the move.

The process of email data migration to Microsoft 365 during the Exchange Online is a common scenario and is supported. Cloud migration between datacenter geos doesn't interfere with any on-premises to cloud mailbox migrations.

How can I determine customer data location?

You can find the actual data location in Tenant Admin Center. As a tenant administrator you can find the actual data location, for committed data, by navigating to Admin->Settings->Org Settings->Organization Profile->Data Location.