Migrate or Convert Shared Mailbox to Office 365 User Mailbox – Know the Complete Procedure

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Written By Mohit Jha
Anuraag Singh
Approved By Anuraag Singh
Published On April 4th, 2023
Reading Time 11 Minutes Reading

This article explains the most trusted and reliable way to migrate shared mailbox to Office 365. Users seeking the same can go through this article to get a productive solution to perform this operation without any data loss. Let’s start with an introduction to the shared mailbox.

A shared mailbox is a mailbox that is shared by multiple users of Office 365 tenant. Organizations are using a Shared mailbox to enable multiple users to access, read, and reply from an address that is common to a team. Moreover, the shared mailboxes can be created and managed by only the Admin.

Organization mergers and acquisitions some are situations where organizations need to migrate data from Office 365 shared mailbox to user mailbox. As we all know cloud to cloud migration is not an easy task, we can face complications while performing this migration. But with the help of an automated migration tool, we can migrate the mailbox to shared mailbox office 365.

5 Quick & Easy Steps to Migrate Shared Mailbox to Office 365 User Mailbox

  • Step 1. Download, install and launch the tool. 
  • Step 2. Choose Office 365 for source and destination. 
  • Step 3. Select the required mailbox categories to migrate.
  • Step 4. Login with source and destination admin details. 
  • Step 5. Validate permissions and click on start migration. 

In this upcoming section, we will discuss How to create a shared mailbox, a method to convert shared mailbox to user mailbox & the steps to migrate data from shared mailbox to user mailbox. Also, what are the benefits of converting into a user mailbox?

Let’s start from the beginning!

How to Create Office 365 Shared Mailbox?

Follow the steps to create a shared mailbox in Office 365.

1. Login with Office 365 admin account, then go to the Group > Shared Mailbox (in Admin center).

2. In the shared mailbox page, click on select and then add a mailbox. Enter the shared mailbox name, then add email.

3. After that click on the Add button (it will take a few minutes).

Now, the O365 shared mailbox is created now we will describe a method to convert Office 365 shared mailbox to user mailbox step by step way. However, you can also check the complete pre & post-migration checklist plan for Microsoft Office 365 here.

Method to Convert Office 365 Shared Mailbox to User Mailbox

Microsoft provides an option to convert Office 365 shared mailbox to user mailbox, with this facility users can also convert shared mailbox to users mailbox within the same Office 365 tenant.

1. Log in to your Office 365 account as an administrator, then go to Microsoft 365 Admin center and select Exchange.

2. Go to Recipients > Shared, then select the shared mailbox, and then click on Convert (under convert to the regular mailbox).

3. Microsoft asking for confirmation, click on Yes.

Remember – You need to assign a license and reset the password for the mailbox after conversion. 

4. It will take a few minutes, once it is converted click on close.

Now, you can see the shared mailbox is converted into a user mailbox.

This method will help us to convert the O365 shared mailbox to user mailbox within the same O365 tenant, however, if you need to migrate shared mailbox to O365 then you have to follow the next procedure. As provided in the below section the most used utility to perform this operation in the most secure way.

You may love to know: How to perform Office 365 tenant to tenant migration in step by step guide? Follow the respective article for the same.

How to Migrate Data from Office 365 Shared Mailbox to User Mailbox?

First, we have to understand Microsoft doesn’t provide any tool or direct way to execute this operation without any complications. Additionally, in order to do this task we have to use an automated migration tool which is known as Office 365 to Office 365 Migration Tool.

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Moreover, the software provides a facility in which users can easily perform this data transfer from the source to the destination without any prior technical expertise. Follow the below-guided steps for the same:

Know the Automated Steps to Migrate Shared Mailbox to Office 365

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Step 1. Install the software & select Office 365 as a source & as a destination.

Step 2. Then select items that you want to migrate, from the same screen you can apply a Date-based filter to migrate select data. Then click on Next to migrate shared mailbox to Office 365.

Step 3. Now, login in source Office 365 tenant with Office 365 Admin email ID and Application ID. Click on the Validate button to validate permissions.

Step 4. After validating permissions click on Next.

Step 5. Now, login destination O365 tenant with Admin ID and Application ID, then click on the Validate button to migrate shared mailbox to Office 365.

Step 6. Once permissions are validated click on Next.

Step 7. Now, the tool provides three options Fetch Users, Import Users, and Download Template to create a mapping between tenants to migrate mailbox to shared mailbox office 365.

Select the Fetch users’ option, it will fetch all user’s mailboxes and shared mailboxes. The tool will show a red icon beside the mailbox.

Once you have to find all source Office 365 shared mailboxes, enter the destination user’s mailbox is on the column of Destination Email.

Step 8. Once, mapping is created click on the Validate button.

Step 9. Now you can see permissions are validated.

Step 10. Click on the Start Migration button to migrate shared mailbox to Office 365.

Step 11. Moreover, you can see entire shared mailbox data is migrated to Office 365 user account.

Convert Shared Mailbox to Office 365 User Mailbox Through PowerShell Command 

The third approach involves utilizing a PowerShell command to convert a shared mailbox to an Office 365 user mailbox. While this technique is effective, it demands technical proficiency and practical familiarity with PowerShell and Exchange Online. Furthermore, the Exchange Online module must be installed in PowerShell to initiate this process.

To convert the shared mailbox to a standard mailbox, we are employing the Set-Mailbox cmdlet, specifying the mailbox’s email address as the identity. While using the mailbox name is also an option, the email address is distinctive, making it a more optimal choice.

Follow the Below Steps Carefully to Use PowerShell to Convert Shared Mailbox to Office 365 User Mailbox:

Step  1. # Connect to Exchange Online

Connect-ExchangeOnline -UserPrincipalName [email protected]

Step  2. # Convert Shared Mailbox Back to User Mailbox

Set-Mailbox -Identity abc@systools -Type Regular

Step 3. #Verify the Conversion 

The Set-Mailbox cmdlet does not provide any output or confirmation upon successful execution. Only when an error occurs will you be notified. Hence, you have to confirm that the mailbox has been successfully converted to a user mailbox. You can do it by using Get-Mailbox cmdlet.

Get-Mailbox -Identity [email protected] | Select Name, RecipientTypeDetails
# Result
Name RecipientTypeDetails
—- ——————–
abc-test UserMailbox

Benefits of Migrating Shared Mailbox to Office 365 User Mailbox

  • Personalized Email Experience: A user mailbox provides a more personalized email address, allowing users to send and receive email under their own name, rather than a shared mailbox name.
  • Increased Storage Capacity: User mailboxes in Office 365 have a larger storage capacity compared to shared mailboxes, allowing users to store more data.
  • Improved Security and Compliance: User mailboxes provide better security and compliance features, such as individual login credentials and the ability to apply retention policies to individual mailboxes.
  • Better Collaboration: Office 365 User mailboxes allow for more effective collaboration and communication, as users can assign tasks, delegate responsibilities, and share information more easily.
  • Improved Search and Discovery: Converting to user mailboxes can improve search and discovery, as users can search and retrieve their own email, calendar, and contacts more easily.
  • Increased Accountability: User mailboxes provide increased accountability and transparency, as users have their own mailbox and can be held responsible for their actions.
  • Better Data Backup and Disaster Recovery: When you convert shared mailbox to user mailbox in office 365, you get a better form of backup and disaster options with a personalized mailbox account. Which eventually can be backed up and recovered individually.
  • Enhanced Integration with Other Software: One of the most remarkable benefits of this process is that the user mailboxes in O365 can easily be integrated with other Office 365 software solutions including OneDrive, SharePoint, and Teams. Which further allows better collaboration and communication.

Conclusion

In the above writeup, we have gone through, three ways using which a user can perform this operation. However, migrating or converting a shared mailbox to a user mailbox in Office 365 is not an easy task. Especially, if we need to perform this migration with large data sizes. Yet, using the right tool, you can streamline this process.  

Therefore, in this article, we have covered how to migrate shared mailbox to Office 365 without any complications or data loss. Users are suggested to follow the same procedure as instructed in this guide.

Must Read: How to Move a Domain Between Office 365 Tenants?

Frequently Asked Questions 

Q1. How do I convert my shared mailbox to M365?

Convert shared mailbox to user mailbox using the new Exchange Admin Center:

  • Step 1. Log in to your Office 365 account with Admin credentials.  
  • Step 2. Navigate to the new EAC, go to Recipients, and click on the Mailboxes. It displays the mailboxes page.
  • Step 3. There is a filter provided to filter out either the user mailboxes or shared mailboxes. You can filter them by hitting the Filter button.
  • Step 4. Using this approach you can convert the shared mailbox to a user mailbox or vice versa. Now opt for the respective user or shared mailboxes to convert its type. 
  • Step 5. Navigate to the More actions pane, hit the Convert button to the regular mailbox, or Convert to shared mailbox.
  • Step 6. Then Mailbox Conversion wizard opens you need to click on Confirm button.

Q2. How do I convert my shared mailbox to an O365 mailbox using PowerShell?

Use the below PowerShell Command to convert shared mailbox to Office 365 user mailbox:

Set-Mailbox -Identity <MailboxIdentity> -Type <Regular | Room | Equipment | Shared>

Q3. Can you create a forwarding rule on a shared mailbox in Office 365?

Yes, you can set a rule to enable forwarding in Office 365 shared mailbox:

  • Step 1. Navigate to Settings from the menu and click on Mail.
  • Step 2. From the Mail click on the Automatic Processing Section and choose Inbox and Sweep Rules.
  • Step 3. Now, from the Inbox Rules pane opt for the + (plus) icon to add a new rule.
  • Step 4. Here you can assign an appropriate name to the rule.
  • Step 5. Then you can add Conditions, Actions, and Exceptions in order to set the forwarding. Now click on the Ok above the rule wizard to save the rule.

Q4. Can you change the email of a shared mailbox?

Yes, you can change the name or email alias of a shared mailbox, by following the below steps:

  • Step 1. Go to the Admin Center and navigate to Groups. Click on the Shared Mailboxes.
  • Step 2. Choose the respective shared mailbox that you want to edit and then hit the Edit button. 
  • Step 3. Now you can add a new name or you can change the alias. When done click on Save.

Q5. Does a shared mailbox have its own inbox?

Yes, a Shared mailbox has a separate mailbox including  Inbox, Drafts, and Sent Items that users can be given access to by the Office 365 administrator. 

Q6. What is the difference between a user mailbox and a shared mailbox?

In Exchange Online / Office 365 user mailbox is associated with the people generally one mailbox per person. Moreover, each user mailbox has a respective Active Directory account, that helps admins to manage the different permissions including sending and receiving email messages and creating meetings and appointments, or accessing other resources.  

Whereas a shared mailbox is also a type of user mailbox but it is shared by multiple users of Office 365 tenant. However, the shared mailbox doesn’t have its own username and password for login instead, the user can access it if assigned by the Office 365 admin. 

Q7. Do I need a license to access a shared mailbox in Office 365?

While creating a shared mailbox the Office 365 admin ensures the access permissions for respective users. As the shared mailbox does not have a username and password to log in, users can access it through their mailbox itself. Hence, the user must have an active Exchange Online license. However, the shared mailbox itself does not require a separate license until it has data of less than 50 GB.

Q8. Can a distribution list have the same email as a shared mailbox?

No, you can’t have a shared mailbox with the same email as a distribution list. However, you can add the respective shared mailbox as a member of the distribution list.