Migrate Shared Mailbox to Office 365 – Step-by-Step Guide with Pro Tips

Shared mailboxes are a widely used feature in most organizations for managing common mailboxes such as info@company.com, support@company.com, or hr@company.com, etc. It allows multiple users to access and send email on behalf of that single email address, which enhances work productivity and collaboration.  

Additionally, they come with no extra cost up to 50 GB of storage. Once the storage limit exceeds 50 GB, the admin has to assign a license to keep it operational, or they can convert the shared mailbox to a user mailbox, which again requires a license.

However, when organizations transform or undergo Office 365 tenant-to-tenant migration, migrating these shared mailboxes becomes a challenging task, especially while maintaining the access permission intact. 

So, without any further ado, let’s simplify this complex task in this detailed guide.

Why Migrate or Convert Shared Mailboxes?

Before diving into the solution part, let’s explore and learn about the reasons why most IT admins often require converting shared mailboxes to Microsoft Office 365.

There can be several reasons for mailbox migration, such as an upcoming company merger, rebranding, or tenant consolidation. Another reason could be – organizations migrating to a new Office 365 tenant for better licensing or management. Apart from these scenarios, the separation of business units or upgrading from legacy systems to Microsoft 365 creates an urgent need for a shared mailbox for Office 365 migration. 

Let’s discuss the different ways to perform this task, ensuring minimum downtime. 

Steps to Convert or Migrate Shared Mailboxes to Office 35

Note: There are a few prerequisites that you need to complete before heading to the migration, such as: 

• For Windows, make sure to install Microsoft .NET Framework v4.8.0.
• Make sure to download Microsoft Visual C++ Redistributable Latest (Visual Studio 2015, 2017, 2019, and 2022). 
• Destination User(s) should already be created at the destination Admin account.
• The admin account must have an Office 365 license assigned, and you must be able to access OWA for admin.

Now let’s discuss the steps: 

With these few steps, you can migrate the entire shared mailboxes to Office 365 user or regular mailboxes, without the need for technical expertise or using PowerShell. It saves time, effort, and reduces the risk of data loss or downtime, while maintaining data integrity and compliance. 

Once the migration is completed, the software will allow you to download a summary and detailed report, which you can share with the stakeholders.

Manual Method to Convert Shared Mailboxes Using PowerShell

Since the manual method involves using the PowerShell scripts and the Microsoft Admin Center. Hence, if you want to use the manual method, which is primarily a free way of performing this task, you have to ensure the following privileges;

1. Make sure you have the global admin or admin privileges.
2. You must have PowerShell proficiency to run cmd scripts.
3. Make sure you have access to Exchange Online PowerShell.
4. You must assign a valid Microsoft 365 license (e.g., E1, E3, Business Standard) for the user mailbox after conversion. 
5. Before converting the mailboxes, make sure to create a local backup, just to ensure data availability in the event of data loss.

PowerShell Commands to Convert Shared Mailbox to a User Mailbox

Step 1. Run the below PowerShell command to connect to Exchange Online. (If not connected)

Connect-ExchangeOnline

Step 2. Replace the below variable with your shared mailbox address. For instance I am taking info@company.com as the shared mailbox email ID.

Note: # Replace with your shared mailbox email address

$Mailbox = “info@company.com“

Step 3. Run the below command to convert this shared mailbox to a user mailbox.

Set-Mailbox -Identity info@company.com -Type Regular

Step 4. Now, to verify this change, you can run the following commands.

Get-Mailbox -Identity info@company.com | Select-Object Name, RecipientTypeDetails

Step 5. It will show you as follows. 

# Result

Name RecipientTypeDetails

—- ——————–

info-test UserMailbox

By executing these PowerShell scripts, you can easily convert the shared mailbox to an Office 365 user mailbox.

You must be thinking, if these few steps allow you to convert the shared mailbox, then the PowerShell method is the right way for you. But here is the bitter truth about this manual method.

Shortcomings of the Manual Method in Converting Shared Mailboxes

• Time-consuming and complex
• Requires PowerShell proficiency
• No real-time monitoring or reporting
• Inconsistent data and permissions migration
• Potential data loss or skipped permissions
• No option to set a date filter for selective migration 
• Does not provide any report for compliance or auditing

Wrapping Up

You can use the PowerShell method (If technically sound) for a one-time shared mailbox to Office 365 migration. However, when it comes to reliability, scalability, accuracy, and efficiency, choosing professional software as discussed above can be a game-changer. 

Whether you are an IT admin or business owner facing an upcoming Microsoft 365 migration, the mentioned software makes sure your shared mailbox to Office 365 migration goes smoothly, securely, and error-free.

Try the Free Demo Today and experience hassle-free and quick shared mailbox migration.