How to Migrate Shared Mailbox to Office 365 (Microsoft 365)

Difference Between Shared Mailbox and Office 365 User Mailbox

Basis	Shared Mailbox	Office 365 User Mailbox
Main Use	Used by a group to handle common emails	Used by one person for daily work emails
Sign-in Method	Users access it through their own account	The user signs in with a separate email and password
Licence Needed	No licence required up to a certain limit	Requires a valid Office 365 licence
Storage Space	Limited space without a paid licence	Storage depends on the subscribed plan
Access Control	Admin gives permission to multiple users	Access belongs to one assigned user
Ideal For	Team emails like support or sales	Individual employee mailbox

Why Do Users Move Shared Mailbox to Office 365?

Now, we will discuss the common reasons why most of the users prefer to move their shared mailbox data to Office 365.

• Users will get better storage space and advanced features.
• When you want to improve email security and data protection.
• Moreover, to manage mailboxes from a centralised admin panel.
• Subsequently, to access emails from anywhere with internet access.
• Also, when you have to simplify user management and permissions.

Proven Solutions to Migrate Shared Mailbox to Office 365

We will cover the top methods that can help you to move your shared mailbox to Office 365 in a safe way:

• Native Approach

• Automated Tool Approach 

Approach 01: Native Approach to Convert Shared Mailbox to User Mailbox

The manual method uses the Microsoft 365 Admin Center to change your shared mailbox into a regular user mailbox. It is a cost-free way provided by Microsoft but requires admin access and careful execution.

Steps to Migrate Shared Mailbox to Microsoft 365:

1. Firstly, you have to sign in to your Microsoft 365 admin account.
2. After that, open the Microsoft 365 Admin Center from the dashboard.
3. Then, you need to go to Exchange and select the Recipients option.
4. Now, you have to click on Shared Mailboxes to view the entire list.
5. Next, you have to select the shared mailbox that you want to move.
6. Afterwards, choose the option Convert to Regular Mailbox for conversion.
7. Then, you need to confirm the action when the pop-up message appears.
8. After that, provide an Office 365 license to the converted mailbox.
9. In this step, set or reset the password for the new user’s mailbox.
10. At the end, finish the process after you see the confirmation message.

Limitations of the Manual Approach

• The process requires admin access and technical knowledge.
• Subsequently, a small mistake can cause data access issues.
• Users can perform the bulk migration of multiple mailboxes.
• Moreover, the method can take more time for large mailboxes.
• Users must assign a license after conversion, which may increase cost.
• Also, there is no built-in option to create a backup before the process.

Approach 02: Automated Approach to Migrate Shared Mailbox to Office 365

Office 365 Backup Tool is a simple and secure way to move your shared mailbox data to Office 365. It helps its users to transfer their emails without changing the folder structure or email details. This software is designed for both technical and non-technical users so that the process becomes smooth and risk-free. It also supports the selective data transfer by providing various filters and reduces the chances of data loss. With the same software, users can migrate public folders to shared mailbox.

Steps to Migrate Shared Mailbox to O365:

1. First, you have to open the Office 365 Backup Tool >> Backup.
   
   


2. After that, you need to click on continue to proceed further.
   
   


3. Then, you have to log in with valid Office 365 admin credentials.
   
   


4. Now, select the Shared Mailbox from the available mailbox options.
   
   


5. Afterwards, you have to choose the shared mailbox you want to migrate.
   
   


6. Next, log in to the Office 365 by entering the required credentials.
   
   


7. Now, use filter options if you need to move selected emails only.
   
   


8. In this step, you need to pick your mapped users >> Next.
   
   


9. At last, press the Backup button to Shared Mailbox Migration to Office 365.
   
   

Important Features Offered by the Tool

• It supports migration of shared mailboxes without data loss.
• Allows selective migration with date and folder filters.
• Users get a preview option before starting the process.
• It helps in bulk migration of multiple mailboxes at once.
• This works with large mailbox data without performance issues.
• Moreover, it offers a simple interface that is easy for all users.

End Note

To conclude, users can easily migrate shared mailbox to Office 365 either by a manual approach or using a professional utility. The manual approach is cost-free yet requires technical knowledge and careful execution. Whereas a professional migration tool provides a safer and more organised way to transfer your mailbox data without any risk. Choose the appropriate method that best fits your business requirement. If you require assistance at any stage, you can reach out to our support team for help.

Frequently Asked Questions:

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