What is the most feasible way to move shared mailbox to Office 365? What problems can be faced during the migration process?
If these are some of the questions that have been doing rounds in your mind then you have landed on the correct page. Here, you will find all the answers that you need regarding moving your shared mailbox to Office 365.
Shared mailbox differs from Individual mailbox in a way that the former is preferred when several members of a team require access to the same information. The information might vary from a supporting email address to any other company-related information. This mailbox is managed by the admin and users who have been given access to it by the admin can view and share the contents of the shared mailbox.
There can be different reasons which require the Shared Mailbox to be migrated to Office 365. Some of them can be mergers and acquisitions, rebranding, or regulatory compliance.
So, in this article, we will share the techniques to migrate a shared mailbox to Office 365.
Methods to Migrate Shared Mailbox to Office 365
There is no tool provided by Microsoft to migrate a shared mailbox to Office 365. But, in this article, 3 methods are shared using which you can easily migrate your shared mailbox to Office 365.
- An expert tool for transferring a shared mailbox to Office 365.
- Manually completing the process of migrating a shared mailbox to Office 365.
- Converting shared mailboxes to Office 365 and then moving them.
Method 1: A Proven Method to Move Shared Mailbox to Office 365
The Office 365 to Office 365 Migration Tool is the most recommended tool that has been used to migrate a shared mailbox to Office 365. This tool can also be used to transfer shared mailboxes to Office 365 in bulk. You don’t need to worry about the safety of your data while using this tool.
Follow the steps outlined below to understand how to move forward with the tool:
Step 1. First, download and install the tool on your machine. Then, select Office 365 both as your source and destination.
Step 2. Under the “Workload selection” tab, choose the items you have to transfer to. The utility also has a date-based filter feature, using which you can transfer only a selected amount of data.
Step 3. Now, connect to the source Office 365 tenancy using the Office 365 Admin ID and Application ID. Then press the Validate button in order to migrate shared mailbox to Office 365.
Step 4. After confirming the permissions, hit the Next option.
Step 5.Use the Office 365 Admin ID and Application ID to connect to the source Office 365 tenancy. Lastly, click on the Validate option.
Step 6. After validating the permission, select the Next option.
Step 7. Now move to create a mapping between Office 365 shared mailboxes and individual user mailboxes. The program provides three alternatives for completing this process: recover users, import users, and download the template. Pick one of the alternatives and finally hit the next button.
Step 8. Choose the Validate option to ensure that the mapping done is accurate to move shared mailbox to Office 365.
Step 9. The permissions are now verified.
Step 10. Lastly, click on the Start option to initiate the migration of the Office 365 Shared Mailbox to Office 365.
Step 11. Now your data from the shared mailbox will finally be migrated to Office 365.
Method 2: Manually Migrating a Shared Mailbox to a User Mailbox in Office 365
- Enter your details as an administrator to your Microsoft Office 365 account. Now, go to the Office 365 Admin Center and select Exchange.
- Choose Recipients and then the Shared option. Select the shared mailbox, then select Convert, followed by Convert to Regular Mailbox.
- Following that, a warning notification will display, seeking confirmation. Now, click on the Yes button to move forward.
- It will just take a few seconds to get here. When the procedure is completed, a notification signifying completion appears on the screen. To quit, use the Close button.
- Finally, when you return to Office 365 the shared mailbox was converted into a user mailbox.
Following the migration, you must issue a license and then reset the password for your mailbox.
Method 3: Convert and then Move Shared Mailboxes to Office 365
Some businesses may have used hybrid Microsoft 365 or migrated from an on-premises Exchange Server to Exchange Online. They may also opt to maintain the on-premises infrastructure settings in the cloud.
Organizations may need to perform directory synchronization in order to maintain the content and mailbox characteristics. Although regular mailboxes can be turned into shared mailboxes later, doing so in the present context is preferred.
To avoid technical issues with write-back characteristics, this should be done before synchronizing with the new tenant.
This approach, on the other hand, needs a lot more thought and preparation.
What Issues Can You Face When Migrating From A Shared Mailbox To Office 365?
- When the mailbox data surpasses 50 GB, it is placed on litigation hold or used in-place archiving. In this case, the users must purchase a licence to transfer shared mailbox data from one Office 365 account to another.
- Managing shared mailbox permissions gets difficult during the migration.
- Delegating between enterprises does not always function well, and the appropriate users must be transferred at the same time to guarantee that privileges are not lost.
You may also Read: Does Office 365 Backup Your Data? Get Your Answers Here
Wrapping Up
A shared mailbox is a very important feature of Exchange. It allows different users access to a common mailbox. There can be reasons when a user would want to move their shared mailboxes to Office 365. The process by which it can be done has been shared in detail in this article.