Guide to Export Inactive Mailbox to Shared Mailbox

For the legal purpose, companies use inactive mailboxes. But, there are some situations where they have to convert inactive mailbox to shared mailbox. What are these scenarios and how can you do it? I will explain everything in this article. So, read the article to the end.

Understanding Office 365 Mailboxes

There are different types of Office 365 mailboxes including Inactive and Shared mailbox. Inactive mailbox is a user mailbox where the license is removed. Due to the Microsoft 365 legal and compliance policy organizations put a litigation hold or In-place hold in a mailbox. So, that nobody can be accessed or searched by anyone except admins.

Shared mailbox on the other hand is a mailbox that is shared by multiple users. For multiple users, there is a common inbox which does not require a license (if it is under 50 GB) and is mostly used for team-based communication. But, you may be thinking, why change Inactive mailbox to shared mailbox? I mentioned the reasons for this below.

Why Convert Inactive Mailbox to Shared Mailbox?

Moving data from inactive mailbox to shared mailbox bring back the data into active use without needing the licenses. Although the purpose of both the mailboxes are different from each other. But, there are some cases where the organization needs their Inactive mailbox to be a shared mailbox. Such as.

• Some inactive mailboxes contain critical data or communication that are needed for the follow-up project. So, changing it to a shared mailbox will be helpful.
• Employee who manages sensitive data and after they leave the company. The organizations convert its inactive mailbox to a shared mailbox for the managers.
• If the legal and audit teams need to access the data of inactivity mailboxes. So, by converting them to shared mailboxes, they make their job easier.
• To easily access your Inactive mailbox data, changing them to shared mailbox would be easier to access.

So, there can be several reasons for exporting inactive mailboxes to shared mailboxes. Now to do this, there are several methods that you can follow.

Convert Inactive Mailbox to Shared Mailbox using PowerShell

To access your complete mailbox data and also want to retain it in Microsoft 365. Use this method, follow the commands to properly convert the mailbox.

1. Run the PowerShell as an administrator, connect it to Exchange server by Connect-ExchangeOnline -UserPrincipalName
2. Then, we have to find the inactive mailbox, use this command: Get-Mailbox -InactiveMailboxOnly | Format-List Name,DistinguishedName,ExchangeGuid,PrimarySmtpAddress
3. Now, we restore the inactive mailbox to the active mailbox by creating a new mailbox or an existing active user. For this run this command: New-MailboxRestoreRequest -SourceMailbox -TargetMailbox
4. After that, convert the restored mailbox to shared mailbox with the help of this command: Set-Mailbox -Identity -Type Shared
5. If you want you can remove the Office 365 license from the shared mailbox.
6. Then, assign full access permissions to Shared users: Add-MailboxPermission -Identity -User -AccessRights FullAccess

Note: Inactive mailbox is a mailbox of a deleted user’s account. That is used to retain the data because of the retention policy. So, whenever you want to move it to a shared mailbox or any other mailbox. You have to first restore the data from inactive mailbox to active mailbox.

Moving Data from Inactive Mailbox to Shared Mailbox by Microsoft Purview

If you want to move selective data from your inactive mailbox to the shared mailbox. Then, this method will work, follow the steps below.

1. First, you have to restore the data from the inactive mailbox by using the PowerShell.
2. After that, we are going to assign a license by selecting the Users option.
3. Click on Active users and choose the user.
4. From the Licenses and Apps section, select the desired licenses option. Save the Changes.
5. If you want to reset the password, then create this mailbox.
6. Now, we are going to convert it to a shared mailbox from the Microsoft 365 admin center.
7. Click on the Users option, then the Active users button.
8. Choose the user mailbox that you have just created.
9. From the Mail tab, click on the Convert to shared mailbox option.
10. After converting the mailbox, remove the license if you want.

Challenges of Converting Inactive Mailbox to Shared Mailbox

The above methods can help you to export your mailbox. However, you may face several challenges during the process.

• By following the methods, you clearly understand that you need to first restore your data from Inactive mailbox using PowerShell. Then, by manual steps or PowerShell commands you can convert your data.
• Because of retention policies, Inactive mailboxes exist. If by mistake you remove this policy then, your data will be permanently deleted.
• Although, you don’t need the license to access your shared mailbox. But, before converting your mailbox you have to temporarily assign a license which makes the process more lengthy.
• There is a huge risk of losing your data during the process. So, make sure you take a proper backup of your inactive mailbox.
• If your shared mailbox will increase more than 50 GB after the procedure. Then, you are required to get a license to get all the data.
• Signature, rules and any customizations in Inactive mailbox will not carry forward to shared mailbox.
• For a cooperation changing mailbox could also raise concerns over compliance and security.
  Using PowerShell will need advanced technology skills. Thus, it will be difficult for the non-technical users to follow the methods.

So, you can see that it is not easy to export your Inactive Mailbox to Shared Mailbox. That’s why it is best to first create an additional copy of your inactive mailbox to store your data. For this, I have a perfect option for you.

How to Save Data Before Moving to Shared Mailbox?

The manual method may cause you problems, but using the professional software like SysTools Office 365 Export Tool makes your procedure much easier. This utility is used after you have successfully restored your data from an inactive mailbox. Then, using the different saving options you can easily store your data. With the help of this utility, you not only prevent data loss but to make the process much easier. Even if you are having problem with converting your inactive mailbox. It will also help you by converting your data into PST, then move the PST file to Shared Mailbox.

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To Conclude

Moving Inactive mailbox to Shared Mailbox can be very helpful for users. But, many of you are having problem in doing so. Therefore, I have explained two simple methods that can easily convert inactive mailbox to shared mailbox. I also discuss the challenges you may face during the process and a way to preserve your data.