Strategies to Convert Shared Mailbox to User Mailbox Office 365

 

Differentiate Between User Mailbox and Shared Mailbox

Let’s elaborate on the key difference between the user and a shared mailbox.

In User Mailbox:

• In the User Mailbox, it has a paid license.
• User can sign in with their credentials.

In Shared Mailbox:

• In Shared Mailbox, the free license provides under 50 GB of storage.
• Multiple users can access shared mailboxes (25 persons recommended).
• Sign in with a user account that has access permission.

Moving forward, let’s further discuss the methods available for converting shared mailbox to user mailbox.

Method 1: Manual Approach to Convert Shared Mailbox to User Mailbox

Manually, there are two ways to convert the shared mailbox to a user mailbox. We can use the Exchange Admin Center or the Powershell. Let’s start with the Exchange Admin Center first.

Part 1: Converting Shared Mailbox to User Mailbox Through Exchange Admin Center

In an Exchange Admin Center shared mailboxes are listed in between the normal mailboxes. In the list, you can either search for the name of the shared mailbox or you can use the filter to show only the shared mailbox.

As the shared mailbox is listed, let’s change the shared mailbox listed back to a user mailbox.

1. In an Exchange Admin Center, look for the shared mailbox
2. Press on the tab others
3. Then, choose to convert to a regular mailbox
4. Lastly, hit Confirm on the prompt

Now, the mailbox will be listed as a user mailbox in the mailboxes list. Assign an appropriate license to the user; otherwise, the user will not be able to access the mailbox.

Part 2: Convert Shared Mailbox to User Mailbox by Using Powershell

By using Powershell, we can convert the shared mailbox back to a user mailbox. In this case, you need to have the exchange online module installed in PowerShell.

To convert the shared mailbox to the user mailbox, we are going to use the Set-Mailbox cmdlet. In case of identity, we are using the email address of the mailbox. It is also possible to use the mailbox name, but an email address is special and unique, so it’s a better choice.

1. Launch the Exchange Online Powershell Module.
2. Connect to Exchange Online Powershell.
3. By using the Set-Mailbox cmdlet, we can convert a shared mailbox to a user mailbox. By using the regular parameter we will tell the exchange we want to set it as a user mailbox type.

You can type the shared mailbox display name or type the shared mailbox email address.

1. After that, run the Get-Mailbox cmdlet to cross-verify that it converted the shared mailbox to a regular user mailbox.

You can type the user mailbox display name or type the mailbox email address.

1. Now, the PowerShell console output shows that you successfully converted from a shared mailbox to a user mailbox.
2. Always double-cross-check the license to see if it’s correctly set.

Note: Overall, the manual procedure is easy to implement, but it possesses certain limitations. One of the major limitations is that the whole manual procedure is lengthy and time-consuming. Additionally, we require basic technical knowledge to implement the procedure. Due to these drawbacks, users search for an alternative solution, which is a more reliable and direct solution to convert from shared mailbox to user mailbox. Let’s proceed with the direct solution in more detail further.

Method 2: Direct Solution to Convert Shared Mailbox to User Mailbox O365

Office 365 converter software is a safe and dependable tool for Office 365 change shared mailbox to user. This utility allows you to back up or export Office 365 mailbox to PDF and to various other file formats and also to multiple email clients. Additionally, it also offers a number of built-in tools to make the conversion process easier. Moreover, this utility works with all versions of Windows, including versions 11, 10, 8.1, 8, 7, Vista, and XP, etc.

Stepwise Guidelines Regarding This Tool

1. Run the Office 365 Converter Software on your system.
2. Opt for the Backup Option from the displayed software interface. To move forward, hit Continue.
3. After that, choose Use Modern Authentication, enter your Office 365 ID, and hit the Sign In button.
4. Now, the software will authenticate your provided Office 365 ID. Once the successful authentication process is complete, it goes back to the tool’s interface.
5. Opt for the types of public folders from which you need to back up using a drop-down list from the mailbox. Hit the Next button.
6. A tree structure of the selected Office 365 data items will be shown. Check mark the folders from the interface that you need to back up and click on the Next button.
7. Next, choose Office 365 as a save/ Backup / Migrate option. Select Use Modern Authentication, enter the Office 365 ID, and hit the Sign in button.
8. After the successful authentication, opt for the additional inbuilt features as per the requirement and hit the Next button. Checkmark the mailbox and tap Next to move forward.
9. In the last, map your Office 365 ID data to migrate it into Mailbox and click on the Convert button.

Conclusion

Through this write-up, we have covered both the manual and direct solutions to convert shared mailbox to user mailbox. However, due to certain limitations in the manual procedure, we suggest going for the third-party tool. Experts highly recommend this tool, and it is highly reliable.

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