“Today, a new worker joined the organization; she needed access to specific data to get started. A group of individuals at this firm have access to a shared mailbox. And, this is the shared mailbox that contains all the information that the new employee requires. How will the firm share the data with the new employee now?”
When a situation like the above occurs- a need to move the data from a shared mailbox to a user mailbox in Office 365, then this article is your one-stop solution.
Before moving forward with the article, first, let’s have a basic overview of the shared mailbox and user mailbox.
Shared mailboxes are mailboxes that are common to a group of people who have access to similar data. These mailboxes are managed by an admin. User mailboxes, on the other hand, are handled and accessed by an individual user in Office 365.
Mostly in the case of Mergers, acquisitions or rebranding, a need to move the data from Shared mailbox to Office 365 occurs. How can we do it?
Read the article to know better.
Different Methods to Migrate Shared Mailbox to Office 365
Just so you know, Microsoft does not provide any software to migrate data from a shared mailbox to a user’s Office 365. Therefore, to help you with your issues, 3 ways by which the migration of data from shared mailbox to Office 365 are discussed.
Expert-Recommended Method to Migrate Shared Mailbox to Office 365
The most favored tool to perform this operation is the Office 365 Mailbox Migration Tool. You can even use this tool to move shared mailboxes in bulk to Office 365. Also, you don’t need to be concerned about the security of your data when you are migrating your data using this tool.
Follow the Below Steps to migrate Shared Mailbox to Office 365:
Step 1. Download and install the program on your computer. Then, as your source and destination, pick Office 365.
Step 2: Select the objects to transfer under the “Workload selection” option. The application also has a date-based filter option, which allows you to transmit only a specific quantity of data.
Step 3: Now, use the Office 365 Admin ID and Application ID to log in to the source Office 365 tenancy. Then hit the Validate option to perform shared mailbox migration to Office 365.
Step 4: After you’ve confirmed the permissions, click the Next button.
Step 5: Use the Office 365 Admin ID and Application ID to connect to the source Office 365 tenancy. Finally, click the Validate button to perform shared mailbox migration to Office 365.
Step 6: After verifying the authorization, click Next.
Step 7: Next, make a connection between Office 365 shared mailboxes and individual user mailboxes. The application gives you three options for finishing this process: recover users, import users, and download the template. Finally, select one of the options and press the next button.
Step 8: Select the Validate option to check that the mapping is correct to migrate the shared mailbox to Office 365.
Step 9: The permissions are now validated.
Step 10: Finally, click the Start button to begin migrating the Office 365 Shared Mailbox to Office 365.
Step 11: Your data from the shared mailbox are transferred to Office 365.
Method 2: Migrating a Shared Mailbox to a User Mailbox in Office 365 Through A Manual Method
- As an administrator, enter your information for your Microsoft Office 365 account. Now, navigate to the Office 365 Admin Center and click on Exchange.
- Select Recipients, followed by Shared. Choose the shared mailbox, then Convert, then Convert to Regular Mailbox.
- Following that, a caution message will appear, requesting confirmation. Now, to proceed, click the Yes button.
- It will just take a few seconds to arrive. When the operation is finished, a completion notification displays on the screen. To exit, click the Close button.
- Finally, when you return to Office 365, the shared mailbox has been transformed into a user mailbox.
Method 3: Convert&Perform Shared Mailbox Migration to Office 365
Some companies may have utilized a hybrid version of Microsoft 365 or moved from an on-premises Exchange Server to Exchange Online. They might also choose to keep the on-premises infrastructure settings in the cloud.
In order to retain the content and mailbox properties, organizations may need to execute directory synchronization. Although normal mailboxes may be converted to shared mailboxes later, doing so now is preferable to perform shared mailbox migration to Office 365.
This should be done before synchronizing with the new tenant to avoid technical difficulties with write-back characteristics.
This technique, on the other hand, necessitates a great deal more thinking and planning.
Problems during the Migration from Shared Mailbox to Office 365
- When the mailbox data exceeds 50 GB, it is placed on litigation hold or archived in place. Users must acquire a license in this instance in order to move shared mailbox data from one Office 365 account to another.
- Managing shared mailbox permissions becomes challenging during the transfer.
- Delegating across companies is not always successful, and the right users must be moved at the same time to ensure that no privileges are lost.
What can a user do if he wishes to exchange data from a shared mailbox with a user who is not a member of it? This is why we wrote this article: to inform users of the methods for transferring data from a Shared mailbox to Office 365.