Home » How to Migrate Shared Mailbox to User Mailbox? Expert’s Suggestion for Mailbox Migration in O365

How to Migrate Shared Mailbox to User Mailbox? Expert’s Suggestion for Mailbox Migration in O365

by mohitjha
How to Migrate Shared Mailbox In Office 365 Get Your Query Answered

Summary: This article explains the most trusted & reliable solution to migrate shared mailbox to user mailbox without any data loss. Read & follow the below mentioned steps to execute the task safely without any technicalities. 

One of the best features of Office 365 is that you can create shared mailboxes for different purposes. No wonder Office 365 is preferred by many business organizations.

With the shared mailbox, multiple people can access the company information, support email address, etc. If the administrator has given permission to a user then he/she can send on the behalf of the mailbox email address. How convenient it sounds!

However, you must have heard the saying every coin has two sides. Similarly, the shared mailbox has some limitations. Who thought it, right? We’ll discuss the same soon.

But, the main question is, can you overcome the limitation of the shared mailbox? If yes, then how?

Just keep on reading the article to find all the answers to the above questions. 

What are the Shortcomings of Shared Mailbox & Why do Users Need to Migrate Shared Mailbox to User Mailbox in O365?

It is hard to believe that Office 365 shared mailbox could also have certain limitations. But, sadly, it’s true. Let’s discuss the same in detail.

Firstly, your shared mailbox can store up to 50GB of data. Till the storage limit, you do not need to assign any license to it. However, once the storage limit exceeds, you have to assign a license to the mailbox for storing more data.

Secondly, to access the shared mailbox you need users’ permission. And it is limited to the people inside your organization.

Further, external users (having Gmail accounts) outside your business can’t access your shared mailbox.

Also, a shared mailbox does not have its own security context. So, it is difficult to encrypt emails sent from a shared mailbox.

Finally, you can’t hold back people from deleting messages from a shared mailbox.

So, what could be the solution to tackle all the above-mentioned challenges? Well, there is only one way out. 

That is, you can migrate the shared mailbox to the user mailbox. If you are wondering how you can do so, then refer to the next section.

Smoothly Migrate Large Shared Mailbox to User Mailbox by Expert-Suggested Method

Since Microsoft does not provide any in-house mechanism for migrating shared mailbox to user mailbox. One has to opt for the Tried and Tested Office 365 Migration Software.

The user-friendly interface of the software allows you to carry out the shared mailbox migration spontaneously.

Automated Steps to Migrate Shared Mailbox to User Mailbox Office 365

For a successful migration process, you just need to follow the below steps.

Step-1. From the given link, download and then run the software.

Step-2. Then under the ‘Setup’ section, choose Office 365 as source and destination.

Step-3. After that, mark the checkboxes against email, contacts, calendars, documents under the workload section. Further, with the ‘date filter’ option, select the time duration of your choice for each category.

Then click on the ‘Next’ button.

Step-4. Click on Validate button to verify source permissions. But before that enter the Office 365 admin ID and application ID for the source in order to migrate shared mailbox to user mailbox. 

Step-5. You will see the parameters will turn green. That means the Source verification process has ended.  

Then, click on the ‘Next’ button.

Step-6. Just redo the previous step for ‘Destination’. For that, first, enter the Office 365 admin ID and Application ID for destination and click on the ‘Validate’.

Step-7. After the verification is done, all required permissions will turn green as shown in the picture below.

Then click on the Next button to migrate shared mailbox to user mailbox.

Step-8. Now, simply map between the users at the source and destination. To do so use any of the three options: 

  1. ‘Fetch Users’: fetch all the users from the source domain and for destination addresses, you have to enter them manually.
  2. ‘Import Users’: You can import users through CSV
  3. ‘Download Template’: get a sample CSV file. Here you can add source and destination users.

Step-9. Once the mapping is done, you will find both the source and destination users on the next screen.

Step-10. For the shared mailboxes that you want to migrate, from the source list right-click on the particular mailbox. And ignore the Office 365 license validation.

[Note: It is important that you should perform the above step with shared mailboxes only. Otherwise, if you ignore the license validation of the user mailbox then its data won’t be migrated]

Step-11. Once you follow step-10, you will see a red icon beside that mailbox as shown in the picture.

Step-12. Then, again you need to validate all the required permissions. For that, click on the validate button.

Step-13. You will see all the source and destination permissions have turned green. That indicates you can proceed with the migration. Click on the ‘Start Migration’ to migrate shared mailbox to user mailbox

As you can see that by using the software, with a few clicks, migration of shared mailbox to user mailbox can be done seamlessly.

To Wrap It All Up

Though a Shared mailbox comes with many advantages. But, at some point in time users face difficulties migrating shared mailbox to user mailbox. Hence, you can avoid such challenges by migrating shared mailbox to user mailbox with the help of the software. So, what are waiting for!

Must Read: If you want to migrate the teams data to another account, then it is suggested to use the Most Secure Teams Migration Tool to avoid any chance of errors in the execution.

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