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 February 29th, 2024
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 shared mailboxes.

Table of Content

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, shared mailboxes can be created and managed by only the Admin.

Organization mergers and acquisitions are situations where organizations need to migrate data from the Office 365 shared mailbox to the 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.

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

  • Step 1. Login with Office 365 admin account, then go to the Group > Shared Mailbox (in Admin Center).
  • Step 2. In the shared mailbox page, click on select and then add a mailbox. Enter the shared mailbox name, then add email.
  • Step 3. After that click on the Add button (it will take a few minutes).

Now, that the O365 shared mailbox is created 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.

  • Step 1. Log in to your Office 365 account as an administrator, then go to Microsoft 365 Admin Center and select Exchange.
  • Step 2. Go to Recipients > Shared, then select the shared mailbox, and then click on Convert (under Convert to the regular mailbox).
  • Step 3. Microsoft is asking for confirmation, click Yes.
    • Remember – You need to assign a license and reset the password for the mailbox after conversion. 
  • Step 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 most securely.

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, 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 and select Office 365 as a source and as a destination.

migrate shared mailbox to user mailbox

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

shared mailbox to Office 365 mailbox

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

Office 365 migrate shared mailbox to regular mailbox

Step 4. After validating permissions click on Next.

migrate shared mailbox to user mailbox  free

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.

best way to convert shared mailbox to user mailbox

Step 6. Once permissions are validated click Next.

move shared mailbox to Office 365 mailbox

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 found all source Office 365 shared mailboxes, enter the destination user’s mailbox is on the column Destination Email.

migrating shared mailbox to user mailbox

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

Software steps to migrate

Step 9. Now you can see that permissions are validated.

quick way to migrate shared mailbox to Office 365

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

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

office 365 convert shared mailbox to user mailbox

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

There are several benefits of converting and migrating shared mailboxes to user mailboxes in Office 365 such as

  • It offers personalized email migration which further enables users to perform email transactions under their own name, rather than a shared mailbox name.
  • In contrast to shared mailboxes, the user mailbox offers improved security and compliance by providing individual login credentials such as email ID and password. Moreover, it also allows admins to configure retention policies for individual mailboxes.
  • The Office 365 user mailbox delivers better collaboration by allowing users for more effective collaboration and communication, as users can assign tasks, delegate responsibilities, and share information more easily.
  • It also enhances search and discovery, as it allows users to search and retrieve their email, calendar, and contacts more easily compared to shared mailbox.
  • User mailboxes provide increased accountability and transparency, as users have their own mailboxes and can be held responsible for their actions.

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 a shared mailbox.
  • Step 6. Then Mailbox Conversion wizard opens you need to click on the 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>

If you do not have similarities with PowerShell then you can use the above software solution and complete these steps in just 5 steps. 

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

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

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 mailboxes:

  • 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 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 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 manage the different permissions including sending and receiving email messages creating meetings and appointments, or accessing other resources.  

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 username and password for login instead, the user can access it if assigned by the Office 365 admin. Moreover, using this software you can also migrate Office 365 mailbox to another user account.

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.

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By Mohit Jha

Mohit is a writer, researcher, and editor. Cyber ​​security and digital forensics are the two subjects that keep Mohit out of his seat. In addition, he hopes that the well-researched and thought-out articles he finds will help people learn.