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Manage Exhange Online Mailbox Quotas based on group membership through Powershell

Ilias Drosos
Ilias Drosos Exchange

If you need to change Office365 mailbox quotas the only way to do so is via Powershell. In addition there is not way to control quotas via groups for example or any policy to assign in order to assisgn for example X GBs quota to sales department . 

For that reason I created the Powershell script below . 

Feel free to change / share / comment .

Script contains parts of the script originally posted by 

Johan Dahlbom from 365lab.net so credits to Johan :D 
 

Script Logic : 

  • Checks if the script was run under admin privileges otherwise informs the user to rerun with admin privs.
  • Checks if MSOnline and Exchange Online Modules are installed . 
  • If they are not it tries to install them . 
  • Checks if there are active MSOnline and Exchange Online Sessions. If there are not it prompts you to enter credentials to connect .
  • Asks the user to provide the name of the group which will get the following quota policy (of course you can change the values to suit your needs) : 
    ProhibitSendQuota 4.5gb -ProhibitSendReceiveQuota 5gb -IssueWarningQuota 3.9gb
    Asks  the user to provide the script output folder (usefull when you run it against multiple users) . 
  • Then it changes all group's members quota to the one mentioned above
  • And also changes all other users quotas to 
    ProhibitSendQuota 75gb -ProhibitSendReceiveQuota 80gb -IssueWarningQuota 74gb

The Script : 

 
function EditMailboxQuotas {
    $OutPutFolder = "c:\temp\EditMailboxQuotas.txt"
    $SpecificUserQuota=$null
    $ConvertedQuotaToKB = $null
    Write-Host "Please input the name of the group members of which will be assigned 5GB Quota"
        $ADGroup = Read-Host -Prompt 'Input the group name'
        Write-Host "Input the folder to export all script output - Please include file name as well" -ForegroundColor Green
        $OutPutFolder = Read-Host -Prompt 'Folder path and file name to export output to "Example:c:\filename.txt"'
       
        Write-Host "Searching for Group " $ADGroup
        Write-Output "Searching for Group " $ADGroup | Out-File $OutPutFolder -Append
        Import-Module AzureAD
        Import-Module MSOnline
        Import-Module ExchangeOnlineManagement
        #Connect-MsolService
        $MSOLAccountSku = Get-MsolAccountSku -ErrorAction Ignore -WarningAction Ignore
            if (-not($MSOLAccountSku)) {
                Connect-MsolService
            }
        $getsessions = Get-PSSession | Select-Object -Property State, Name
        #Connect-ExchangeOnline
        $IsconnectedToEOL = (@($getsessions) -like '@{State=Opened; Name=ExchangeOnlineInternalSession*').Count -gt 0
            If ($IsconnectedToEOL -ne "True") {
            Connect-ExchangeOnline
            }  
        #Connect-ExchangeOnline
        $MSOLGroup = Get-MsolGroup -SearchString $ADGroup
        Write-Host "Group's id is  " $MSOLGroup.ObjectId
        Write-Output "Group's id is  " $MSOLGroup.ObjectId | Out-File $OutPutFolder -Append
        write-host "------------- Configuring quotas for all users who are members of the group  " $ADGroup "-------------" -ForegroundColor Magenta
        Write-Output "------------- Configuring quotas for all users who are members of the group  " $ADGroup "-------------" | Out-File $OutPutFolder -Append
        Read-Host -Prompt "Press any key to continue configuring quotas for all users who are members of the group to 5GB or CTRL+C to quit"
        Start-Sleep -Seconds 3
        $UsersWithinGroup = Get-JDMsolGroupMember($MSOLGroup.ObjectId)
        if($null -ne $UsersWithinGroup)
            {#Check if mailbox quota more than 5gb
            foreach ($UserWithinGroup in $UsersWithinGroup)
             {     $UserWithinGroup.EmailAddress
                   $SpecificUserQuota = Get-Mailbox $UserWithinGroup.EmailAddress | Select-Object ProhibitSendReceiveQuota
           
                   $ConvertedQuotaToKB = Convert-QuotaStringToKB($SpecificUserQuota)
             If($ConvertedQuotaToKB -gt 5242880 ) {#quota is more than 5gb
                Write-Host "CurrentUser" $UserWithinGroup.EmailAddress "has" $ConvertedQuotaToKB "KB Quota more than 5gb will check mailbox size" -ForegroundColor Cyan
                Write-Output "CurrentUser" $UserWithinGroup.EmailAddress "has" $ConvertedQuotaToKB "KB Quota more than 5gb will check mailbox size" | Out-File $OutPutFolder -Append
                ##Check if mailbox size is more than 4.5
                $MailboxSize =  Get-MailboxStatistics $UserWithinGroup.EmailAddress | Select-Object TotalItemSize
                $MailboxSizeInKB = Convert-QuotaStringToKB($MailboxSize)
                    if ($MailboxSizeInKB -gt 4718592){#If user mailbox size is more than 4.5 GB
                        Write-Host "Mailbox size is more than 4.5 GB No changes will be made " -ForegroundColor Red
                        Write-Output "Mailbox size is more than 4.5 GB No changes will be made " -Append
                        #do Nothing
                            }    #If user mailbox size is more than 4.5 GB
                        if ($MailboxSizeInKB -lt 4718592) {#Mailbox size is less than 4.5 GB
                        Write-Host "CurrentUser" $UserWithinGroup.EmailAddress "has" $MailboxSizeInKB "KB mailbox size mailbox quota will be changed" -ForegroundColor Green
                        Write-Output "CurrentUser" $UserWithinGroup.EmailAddress "has" $MailboxSizeInKB "KB mailbox size mailbox quota will be changed" | Out-File $OutPutFolder -Append
                        set-Mailbox $UserWithinGroup.EmailAddress -ProhibitSendQuota 4.5gb -ProhibitSendReceiveQuota 5gb -IssueWarningQuota 3.9gb
                           
                        $SpecificUserQuota = $null
                            }   #Mailbox size is less than 4.5 GB
                        }              
                        elseif ($ConvertedQuotaToKB -eq 5242880 ) { #quota is 5gb
                            ##Do nothing
                         Write-Host "CurrentUser" $UserWithinGroup.EmailAddress "has" $ConvertedQuotaToKB "KB Quota 5gb Nothing will be changed"  -ForegroundColor Red
                         Write-Output "CurrentUser" $UserWithinGroup.EmailAddress "has" $ConvertedQuotaToKB "KB Quota 5gb Nothing will be changed" | Out-File $OutPutFolder -Append
                         $SpecificUserQuota = $null
                        }
                   
                        elseIf ($UserWithinGroup.UseDatabaseQuotaDefaults) #quota used from db defaults
                        {   Write-Host "CurrentUser" $UserWithinGroup.EmailAddress "has" $ConvertedQuotaToKB "uses defaults changing"  -ForegroundColor Red
                        Write-Output "CurrentUser" $UserWithinGroup.EmailAddress "has" $ConvertedQuotaToKB "uses defaults changing" | Out-File $OutPutFolder -Append
                       
                        set-Mailbox $UserWithinGroup.EmailAddress -ProhibitSendQuota 4.5gb -ProhibitSendReceiveQuota 5gb -IssueWarningQuota 3.9gb
                        }
                        elseif ($ConvertedQuotaToKB -lt 5242880) #quota is less than 5gb and not db defaults
                        {   Write-Host "CurrentUser" $UserWithinGroup.EmailAddress "has" $ConvertedQuotaToKB "KB Quota less than 5gb Quotas will be changed"  -ForegroundColor Green
                        Write-Output "CurrentUser" $UserWithinGroup.EmailAddress "has" $ConvertedQuotaToKB "KB Quota less than 5gb Quotas will be changed" | Out-File $OutPutFolder -Append
                        set-Mailbox $UserWithinGroup.EmailAddress -ProhibitSendQuota 4.5gb -ProhibitSendReceiveQuota 5gb -IssueWarningQuota 3.9gb
                        }
           
        }#ForEach
    }#If

        else {
            #GroupIsEmpty
        }

       
        write-host "------------- Configuring quotas for all users EXCLUDING those who are members of the group " $ADGroup "-------------" -ForegroundColor Magenta
        Write-Output write-host "------------- Configuring quotas for all users EXCLUDING those who are members of the group " $ADGroup "-------------" | Out-File $OutPutFolder -Append
        Read-Host -Prompt "Press any key to continue configuring quotas for ALL usersof the organization who are not members of the group to 80GB or CTRL+C to quit"
        Start-Sleep -Seconds 3
        $UsersWithinGroup = Get-JDMsolGroupMember($MSOLGroup.ObjectId)  
        $EXOMailboxes = Get-EXOMailbox -RecipientTypeDetails UserMailbox
    foreach($EXOMailbox in $EXOMailboxes)
        {write-host "For mailbox  "$EXOMailbox.primarySMtpaddress -ForegroundColor White
        Write-Output "For mailbox  "$EXOMailbox.primarySMtpaddress | Out-File $OutPutFolder -Append
            if(!(Get-MsolGroupMember -GroupObjectId $MSOLGroup.ObjectId | Where-Object {$_.EmailAddress -eq $EXOMailbox.primarySMtpaddress}))
                {write-host "Configuring Quota For mailbox  "$EXOMailbox.primarySMtpaddress " to 80GB" -ForegroundColor Green
                Write-Output "Configuring Quota For mailbox  "$EXOMailbox.primarySMtpaddress " to 80GB" | Out-File $OutPutFolder -Append
                set-Mailbox $EXOMailbox.primarySMtpaddress -ProhibitSendQuota 75gb -ProhibitSendReceiveQuota 80gb -IssueWarningQuota 74gb
                     
                }#if
                elseif (Get-MsolGroupMember -GroupObjectId $MSOLGroup.ObjectId | Where-Object {$_.EmailAddress -eq $EXOMailbox.primarySMtpaddress})
                {  
                    write-host "For mailbox  "$EXOMailbox.primarySMtpaddress "Nothing will be changed because user is a member of the group" $ADGroup -ForegroundColor red  
                    Write-Output "For mailbox  "$EXOMailbox.primarySMtpaddress "Nothing will be changed because user is a member of the group" $ADGroup | Out-File $OutPutFolder -Append
                }
               
        }#ForEachEXOMailbox
        Write-Host "All quotas configuration is finished . If you need to change quotas again re-run the script."  -ForegroundColor Gray
        Write-Output  "All quotas configuration is finished . If you need to change quotas again re-run the script." | Out-File $OutPutFolder -Append
}#FunctionEditMailboxQuotas  
Function Convert-QuotaStringToKB() {

    Param([string]$CurrentQuota)

    [string]$CurrentQuota = ($CurrentQuota.Split("("))[1]
    [string]$CurrentQuota = ($CurrentQuota.Split(" bytes)"))[0]
    $CurrentQuota = $CurrentQuota.Replace(",","")
    [int]$CurrentQuotaInKB = "{0:F0}" -f ($CurrentQuota/1024)

    return $CurrentQuotaInKB
}

Function Get-JDMsolGroupMember {
 
       
        param(
            [CmdletBinding(SupportsShouldProcess=$true)]
            [Parameter(Mandatory=$true, ValueFromPipeline=$true,ValueFromPipelineByPropertyName=$true,Position=0)]
            [ValidateScript({Get-MsolGroup -ObjectId $_})]
            $ObjectId,
            [switch]$Recursive
        )
        begin {
            $MSOLAccountSku = Get-MsolAccountSku -ErrorAction Ignore -WarningAction Ignore
            if (-not($MSOLAccountSku)) {
                throw "Not connected to Azure AD, run Connect-MsolService"
            }
        }
        process {
            Write-Verbose -Message "Enumerating group members in group $ObjectId"
            [array]$UserMembers = Get-MsolGroupMember -GroupObjectId $ObjectId -MemberObjectTypes User -All
            if ($PSBoundParameters['Recursive']) {
                $GroupsMembers = Get-MsolGroupMember -GroupObjectId $ObjectId -MemberObjectTypes Group -All
                if ($GroupsMembers) {
                    Write-Verbose -Message "$ObjectId have $($GroupsMembers.count) group(s) as members, enumerating..."
                    $GroupsMembers | ForEach-Object -Process {
                        Write-Verbose "Enumerating nested group $($_.Displayname) ($($_.ObjectId))"
                        $UserMembers += Get-JDMsolGroupMember -Recursive -ObjectId $_.ObjectId
                    }
                }
            }
            Write-Output ($UserMembers | Sort-Object -Property EmailAddress -Unique)
               
        }
        end {
           
        }
    }


if (Get-Module -Name ExchangeOnlineManagement) {
    Write-Host "Exchange online Module installed proceeding to next steps"
    #Write-Output  "Exchange online Module installed proceeding to next steps"| Out-File $OutPutFolder -Append
    Start-Sleep -Seconds 2
}
else {
    Write-Host "Exchange online Module does not exist needs to be installed to proceed "
    #Write-Output  "Exchange online Module does not exist needs to be installed to proceed " | Out-File $OutPutFolder -Append
    Start-Sleep -Seconds 2
    $isadmin = (New-Object Security.Principal.WindowsPrincipal([Security.Principal.WindowsIdentity]::GetCurrent())).IsInRole([Security.Principal.WindowsBuiltInRole]::Administrator)
    if ($isadmin)
    {   Write-Host "Installing Exchange online Module .... "
    #Write-Output "Installing Exchange online Module .... " | Out-File $OutPutFolder -Append
        Install-module ExchangeOnlineManagement -Force        
    }
    else {
        Write-Host "It Appears you did not run the script with administrative rights please run the script with administrative rights to proceed"
       # Write-Output "It Appears you did not run the script with administrative rights please run the script with administrative rights to proceed" | Out-File $OutPutFolder -Append
        Pause
    }
}
if (Get-Module -Name MSOnline) {
        Write-Host "MSOnline online Module installed proceeding to next steps"
       # Write-Output "MSOnline online Module installed proceeding to next steps" | Out-File $OutPutFolder -Append
        Start-Sleep -Seconds 2
    }
else {
        Write-Host "MSOnline does not exist needs to be installed to proceed "
       # Write-Output "MSOnline does not exist needs to be installed to proceed " | Out-File $OutPutFolder -Append
        $isadmin = (New-Object Security.Principal.WindowsPrincipal([Security.Principal.WindowsIdentity]::GetCurrent())).IsInRole([Security.Principal.WindowsBuiltInRole]::Administrator)
        if ($isadmin)
        {
            Install-module MSOnline -Force
        }
        else {
            Write-Host "It Appears you did not run the script with administrative rights please run the script with administrative rights to proceed"
        #    Write-Output "It Appears you did not run the script with administrative rights please run the script with administrative rights to proceed" | Out-File $OutPutFolder -Append
            Pause
        }

   
    }
    EditMailboxQuotas
 
The script is provided “AS IS” with no guarantees, no warranties, and it confer no rights.
 

 

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